DO: The mail id which a professional uses for his business mails should have clarity with respect to his name and the name of the organisation.
Ex: The mail id can be firstname.lastname@example.org
DON’T : The mail id which a professional uses for his business mails should be sans numerals, funniness, pet names etc
Ex: Avoid mail id like email@example.com
DO: The mail with CC (Carbon copy) is earmarked for the person just for information.
DON’T : The person who receives the CC of the mail need not reply and take action.
DO: The BCC option can be utilised for sending the same mail to multiple people for information.
DON’T : It is better to avoid the CC option, while sending mails to multiple people as the same would result in the spill over of identity and mail id of people who are not known to each other.
DO: The subject line should be short (not more than six words or 30 characters), simple, clear and focussed on the topic with action or deadline if required. The subject line should catch the attention of the receiver
DON’T : Do not leave the subject line blank. Never have a subject line which is lengthy, vague or detouring from the content or action required.
DO: The best way to greet and begin is by the usage Dear (Name of the person)
Ex: Dear Mahesh
However, if you do not know the name of the person, you can address him or her as Dear Sir or Dear Madam. Once, you have started addressing a person as Sir or Madam, and has later to come know his or her name, continue to address him as sir or madam.
Ex: Dear Mahesh Sir
DON’T : Never address a person with Hi , Hai or anything else even though the informal Hello is admissible to an extent. These usages make it more informal.Avoid greetings like”Hai Vipul” in professional business emails.
DO:Better to follow it up with greetings of the kind as below.
Greetings from Talent Soft IT Pvt Ltd.
DON’T : Never follow it with questions like how are you? or how do you do?
However, the usage, hope you are keeping fine is admissible to an extent
DO:The body of the subject should be short, simple, clear, complete, considerate and easy to understand and focussed on a single subject.
DON’T : The body of the mail should not be lengthy, complex, confusing, incomplete an
d inconsiderate. It should also not have multiple subjects and contents. However, you can consider bullets if there are multiple subjects.
DO:The conclusion of the mail should be action oriented and should clearly indicate what feedback or action or result is required with reference to the context.
DON’T : The conclusion statement devoid the requisition for action or feedback falls far short of the purpose.
DO:Communicate for the recipient to understand.
DON’T : Avoid jargons in your e mail communication.
DO:Use normal font and normal small letters in your communication.
DON’T : The usage of CAPS is sometimes misinterpreted as for yelling or shouting, even though you may mean to give importance by its usage.
DO: You may ensure importance for a certain sentence or content or line by having them under “..……“.
DON’T : The usage of underline to bring in importance to a content or line or sentence may be misinterpreted as hyperlink in an e mail.
DO:End the mail with usages like Thanks and Regards or may be more formal usages like yours sincerely and yours faithfully.
DON’T : Never resort to informal usages like Bye or Take care.
DO:The signature part of the mail should include your name, design or job title, mail id, phone no and name of the organisation with website address.
DON’T : The signature part of the mail should not be left incomplete arousing doubts about genuineness in the minds of the recipient.
DO:Be very cautious while replying.
DON’T : Do not apply the “Reply All” button if the reply needs to be given solely to the sender.
DO:As far as possible give personal replies to e mails.
DON’T : Try and avoid auto responders for reply.