Email Etiquette, Communication, Free Article

In today’s business world email is by far the most often used form of communication. However, since email has emerged only recently as a result of the emergence of IT, rules of usage have not been enforced. This interferes with the efficacy of the communication.

The rules of email are known by the contemporary term Netiquette. They not only help in the effective use of email communication, but help to maintain a professional image, create efficiency and protect the company from law suits. Following the netiquette rules also proves that the sender is a competent and responsible person.

The Mechanics of Email

The mechanics of email provides a number of practical techniques that will enable the user to communicate effectively. Learning these techniques will help the person to communicate without being confusing and also how to correspond without offending recipients.

This article focuses on one of the most important mechanics of email – writing an effective subject line.

Subject Line

The subject line appears below

A powerfully written communication is useless if the subject line does not the reader, to move, without the lure of the open message. A good subject line is required to make the recipient curious about where he can not open the temptation to read and to resist the message immediately.

Here are some of the ways that people deal with subject lines:

• It is left blank.
  
  
• The message is so long that it runs beyond the size of the screen.
  
  
• It refers to the previous subject.
  
  
• Grammar and capitalizations are inappropriate
  
  
• It is not truly indicative of the message.
  
  
• It sounds like hype.
  
  

When the subject line with the above-mentioned manner, the recipient will not bother opening up as the mail sender's authenticity is in doubt. It also triggered the warning not to open e-mail to his e-mail viruses fear. Of course, this does not apply if the recipient know that you still look forward to your information in such circumstances, he / she will open the message, even if no subject line. However, it is always best to avoid risk.

Subject lines are so important that if you leave the line blank many email programs will give a warning even before you can send the message. This warning usually comes in the form of a pop-up dialog box.

The example below shows one type of wording for a dialog box.
“The message has no subject. Select OK to send anyway.”

Two Methods to Create Effective Subject Line:

1. Write a subject line that is specific about the message.
2. Write a subject line that is creative.

1. Writing a subject line that is specific about the message:

This method is used when you are writing to someone you know or with someone who is expecting your message. When you are specific in your subject line the reader will be impelled to open and read.
Below are listed some of the ways to writing an effective subject line that is specific:

• The words ‘Hi’ or “Greetings” in the subject line signify nothing to the recipient in professional correspondences. Therefore, it is important to use only relevant subject lines.
  
  
• The abbreviation “RE:” for regarding is acceptable in email just as in typing memos.
  
  
• Think of your subject line to be the main headline of your document. Instead of simply writing “Meeting”, be a little more descriptive and say “July 30th Process Team Meeting”.
  
  
• A descriptive subject line enables the reader to file and retrieve your message later.
  
  
• It also allows easy scanning for message content in mail boxes.
  
  

Here are examples to show how to write detailed and specific subject lines.

Instead of


Use



1. I have a question
Question about Kumar file


2. Meeting
Question – Quality Assurance Mtg.


3. Proposal
Communication Training Proposal


4. Response
Response to Sales Proposal

2. Writing a subject line that is creative:

Using this method, you write the recipient, you are not familiar with. Therefore, you must be innovative, to increase your chance of being read e-mail. In the subject line should be in such a way, it will convince the recipient opens the message and did not remove it to read it in their language. However, the information provided in the subject line will be different recipient and the situation. Here are a few examples.

Email Subject Lines

Uses for the Subject Line


Sample Wordings



Identify who you are
Engineer


Tell more about yourself
Computer Software Engineer


Tell why you are contacting this person
Network problem


Find things that make you unique
Java Programmer


Find common space with recipient
Fellow IIT graduate & Engineer

Capitalization in Subject Line

As a general rule, please do not use all uppercase letters to write an email. The recipient feels that you

Length of a Subject Line

It's always about the best 25-35 is to limit the characters in the subject line. Here, characters, characters, spaces and punctuation means. Condensed, without compromising the understanding of the subject line is the appropriate word to use. Here is an example:

Using the right email etiquette is very critical in today’s business communication. MMM Training Solutions conducts a one day seminar on Communication Skills that extensively trains you on net etiquette. For more information please visit our website at www.mmmts.com

You can find more articles in www.mmmts.com. MMM Training Solutions conducts soft skills training and executive coaching anywhere in the world. We guarantee the effectiveness of our education. You can reprint this article with permission from: pramila.mathew @ mmmts.com

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