Email etiquettes

• Email etiquette, or netiquette, refers to the set

of rules and guidelines governing proper and
professional communication through email,
especially in the workplace. The purpose is to
maintain clarity, respect, and professionalism
in all electronic interactions.
 Key Guidelines
• Review your organization’s email policy.
• Maintain professional tone; avoid jokes, gossip, spam, or biased
language.
• Never send flames (abusive or offensive messages).
• Avoid using casual or unprofessional email addresses (e.g.,
yogalover@gja.com).
• Always include a clear subject line that reflects your message.
• Use cc and bcc fields wisely.
• Provide a cover message when sending attachments.
• Respond courteously, especially if you need time to reply.
• Do not write in ALL CAPS (shouting) or all lowercase.
• Avoid abbreviations (e.g., BTW, LOL) and emoticons in professional
emails.
• Example:
Subject: Request for Project Update
• Dear Mr. Ahmed,
I hope this message finds you well. Attached is
the latest progress report for your review.
Best regards,
Amina Riaz
 Ten Lazy Email Habits
• Sending without proofreading.
• Using casual language or slang.
• Forwarding irrelevant or inappropriate content.
• Forgetting attachments or not mentioning them.
• Using unprofessional email addresses.
• Writing all in caps or all lowercase.
• Overusing cc and bcc unnecessarily.
• Failing to respond or acknowledge messages.
• Ignoring formatting and structure.
• Using emoticons or abbreviations.
• Avoid these lazy habits by drafting carefully, reviewing
before sending, and considering your audience
 Top Ten Tips for Making the Most of
Email

• Proofread to eliminate grammar or factual errors.

• Write a meaningful subject line.
• Break up long text into short paragraphs for readability.
• Keep email format plain text unless you're sure the recipient's
software supports rich formatting.
• Use capital letters or asterisks sparingly for emphasis.
• Reply at the top of the original email to make your response visible.
• Use signature blocks with contact info and no unnecessary quotes.
• Use folders to organize emails by topic/person.
• Clear inbox daily to avoid overload.
• Use search features and file messages efficiently.
• Example Subject Line: Project X: Next Milestone Deadline
 Building Relationships Online
• Techniques for Relationship-Building via Email:
• Professional tone and courtesy (especially with clients or superiors).
• Using appropriate salutations and closings depending on formality:
– Formal: “Dear Ms. Patel: … Sincerely,”
– Internal: “Dear Team, … Best regards,”
– Friendly: “Hi Sarah, … Cheers,”
• Always respond in a timely manner, even if just to acknowledge.
• Respect cultural norms when addressing international colleagues (e.g.,
avoid casual first-name usage if not common).
• Avoid “flames,” gossip, or slang—these harm professional relationships.
• Example:
Dear Team,
Thank you for your excellent cooperation last week. Looking forward to
continuing our collaboration.
Warm regards
• Ahmed
 Enquiries and Replies
• However, emails are commonly used to ask for
information (enquiries) or respond to questions
(replies). These follow formal formats and should be
polite, concise, and clear.
• Example – Enquiry:
Subject: Inquiry About Software Subscription Packages
• Dear Sir/Madam,
I would like to request more information regarding
your enterprise-level software packages.
Kindly share a brochure or catalog if available.
• Sincerely,
Fatima
Request for Catalogues and Price Lists
• Definition:
A formal email requesting a company to send its latest catalogues
and price lists for reference or purchasing decisions.
• Example Request:
"Dear Sales Team,
We are interested in your new product line. Kindly send us your
latest catalogue and price list at your earliest convenience.
Best regards,
Sana Rauf"
• Example Reply:
"Dear Ms. Rauf,
Thank you for your interest. Please find attached our updated
catalogue and price list for April 2025. Let us know if you require
any additional information.
Sincerely,
Sales Department"
 General Inquiries and Replies
• Definition:
General inquiries are less specific than catalog requests but involve
asking about a company's services, procedures, or policies.
• Example Inquiry:
"Dear Customer Care,
Could you please provide details about your return and refund policy
for online orders?
Thank you,
Asad Noor"
• Example Reply:
"Dear Mr. Noor,
Our return and refund policy allows customers to return products
within 14 days of purchase with a valid receipt. For online orders,
please refer to the attached return form.
Best regards,
Customer Care Team"
 Request for Goods on Approval
• Definition:
A formal request made to a supplier to receive goods temporarily for
inspection or trial before making a final purchase decision.
• Example Request:
"Dear Supplier,
We are considering your new line of eco-friendly packaging. Could you
send samples of the items listed below on approval?
Thank you,
Tariq Hassan
Procurement Manager"
• Example Reply:
"Dear Mr. Hassan,
We are pleased to provide the requested samples. They will be dispatched
by courier tomorrow. Please return any unused items within 10 days.
Sincerely,
XYZ Supplies Ltd."