Email Etiquette

• lesson 1:
  • Three Ws – Who What When.
    • this should be followed throughout the email.
    • from subject to sentences.
• Lesson 2: Subject:
  • Include 3Ws
  • use prefix modifiers. – [Urgent] [Action] [FYI]
  • Write entire email in subject with [EOM] end of meesage.
  • Change subject when absolute neccessary
• Lesson 3: Short emails.
  • Write emails that are 5 sentences or less.
  • 1. Know what you want?
  • 2. Get to the point immediately.
  • 3. Highlight lack of action / required response.
• Lesson 4: Break long email into parts.
  • Quick summary: five sentences or less
    • State all actions
  • Details: add more detail to your summary
• Lesson 5: Make email scan-able
  • Use bullet points
  • Use subheading and white spaces
  • Use highlights and bold text – dont make it neon ;)
    • important dates
    • names of the team member
    • the word “Action”
• Lesson Advance:
  • Use screenshot
  • Timezones spelled out
  • Spell out acronyms
  • If.. then statements– reduces follow up
    • clarify next steps
    • holds people accountable
    • assumption and sets expectations
  • Present options instead of asking open-ended question
    • Dont sent email with thoughts
    • Dont ask when should we meet?
      • Better way: Team, we can meet for 30 minutes on one of these days?
        • fri, 3pm
        • wed, 4:30 pm
      • which option works for you best?
  • Re-read the email atleast once
    • Both question and the anwser
    • Check for facts, acronym etc.
    • Instead of just replying OK. Add content
      • Ok, I’m confirmed to meet you on Thu Oct,3.
  • Save Draft for repetitive emails
    • repetitive emails like weekly update, announcements etc.
  • Delay Delivery
    • send during working hours
    • Timezone
    • CC yourself.
  • How to use reply all
    • Golden rule: Dont use reply all when only the original sender needs to read your reply
    • single world answer –congrats, thank you, I agree etc
    • Mention when you’re removing members from reply list – state at the beginning
      • Removing x & y so I don’t clog their emails
      • Removing the customer for confidentiality
      • For sensitive email – change the subject too.
    • Send a follow up reply email after an offline discussion
      • Sort of like closing the thread
    • State what you want recipients to do
  • Reply Inline
    • Use different color
    • Write: Answers are inline below: — Go on to write the inline reply
    • copy the original questions in your reply [Optional]
    • If questions weren’t separated out, do that yourself.
  • Reply Immediately to time sensitive emails – Acknowledgement
    • Make sure acknowledgement is meaningful.
      • Ok, I get will it done by 2om
      • Ill reply to your question before the deadline.
      • Acknowledged – I will try my best, but no promises.
    • Spell out your need for acknowledgement.
      • Please confirm you received this message and you will get it done
      • Kindly let me know when you read this message as soon as you get it.
  • Wrong Reply:
    • Team – I’m sorry. I just noticed I replied back to an email that was not the latest one on the thread. Based on the most recent information, I agree we should setup up a meeting.
  • Out of office Reply:
    • Rule 1: Set it up.
    • Rule 2: Make it meaningful