S. M. Ikhtiar Alam Copyright Protected Material 1. Use a professional email address
Use a professional email address, such
as your official email address. (Example ikhtiar@juniv.edu). Never use email address that you used as a student such as toxic-rima@hotmail.com or dreamgirl@yahoo.com. Because such addresses are not appropriate for use in the workplace. 2. Don’t Hit “Reply All” Think twice before Hitting “Reply All”. No one wants to read 27 emails that have nothing to do with them. 3. Be Cautious with Humor Be Cautious with Humor. What may be funny when said out loud can come across differently when written in email text. When in doubt, leave it out. 4. Do not write receiver's email address first Write text, and then make attachment, if any, double check that the text and attachment are right, only then write the email address. Once sent without attachment or with incorrect /incomplete text, you are in trouble. 5. Include Salutation With Respect Start with respectful salutation and end with thanks and respect as per requirements. For instance, before the name write Mr., Dr., Professor Dr., etc. At the end write something like sincerely, best regards, with regards, etc. after thanks. 6. You Should Not Make Email IDs of Your Contacts Public Make sure that your device does not synchronize email addresses to Face book/ IM/Messenger and any other similar apps that will make the email addresses of all recipients public. 7. Avoid "Hanky-Pinky" Abbreviations Avoid "Hanky-Pinky" Abbreviations that you do in mobile messages nowadays. You is not u, "Are" is not r, “plz” is not please;, “da” is not “the” etc. 8. Keep the conversation short Keep the conversation short. Email/IM/Mobile Text messages should not be of few pages. If you have to communicate huge things, send it as attachment in email. 9. Do not change times or venues of important events in email
Do not change meeting times and venues as well
as times and venues of other important events in text or in email. It is better to call the person and explain things. Also remember that never send very urgent messages/information via email. IUB will send you an email today late afternoon to let you know that you have a special makeup class tomorrow at 8:00 AM. 10. Never send bad news via email messages
Never send bad (negative) news
via email messages (or IM or text messages). You should call or write a convincing, empathetic letter that is more effective and acceptable. 11. Make sure that the technology is compatible & Reliable Make sure that the technology is compatible, reliable, and available to receiver. Your email massage can be open and read easily by the receiver. 12. Include a Clear Subject Line
Whenever you compose an email
message, make sure that a clear subject line is included. A Clear Subject Line saves 72% email time to receiver. Besides, it’s an etiquette that is ranked as very high (among first two). 13. Avoid words/phrases that are Relating to marital status/gender biased Ms or Mr. is okay. Mrs. are not. In Bengali, we have to be careful. “Actress”, Chairperson. is not acceptable. Mrs. says marital status, Mr. does not. Actress says gender status. Chairperson also says gender status. These two status must be avoided, where possible. 14. Use Bcc and respect the privacy of others’ IDs To respect the privacy of the email IDs is not only the cultured way of email communication, but also a moral responsibility. In addition, there are legal responsibilities as well. Thus, you should use Bcc when you email to a group of people and respect the privacy of others’ email ID. 15. Don’t use an old correspondence (if any)
Don’t use an old correspondence
(if any). Always compose a new email whenever you talk about a new subject. Other Three Etiquettes 16.Do not use digital signature, unless officially required. 17.Do not use logo/softcopy of the letter pad of your company in email text. 18. Be careful to include a third person who will all receive the email unless urgently required.