Email Etiquette Training in the Philippines

WOULD YOU MIND?: AN EMAIL ETIQUETTE TRAINING IN THE PHILIPPINES

A Corporate EnterTrainment on Email Good Manners and Right Conduct

BENEFICIARIES:

 This training/workshop is best taken advantage of by:

  • Everyone who uses and leverages email at work

LEARNING GOAL:

To recognize, appreciate, and practice email etiquette both at work and personal email exchanges.

EMAIL ETIQUETTE 101

  • What is Email?
  • What is Etiquette?
  • What is Email Etiquette?
  • Why do we Need Email Etiquette?
  • Why is Email Etiquette Important?
  • What are the Benefits of Email Etiquette for the Company or School?

EMAIL ETIQUETTE RULES:

  1. Professionalize your free email and make sure it would represent the company well.
  2. Corporate emails should not be used for personal purposes.
  3. It is okay for personal contacts to email you using your corporate email but politely ask them not to copy you in emails with it exposed to strangers.
  4. Know how to open or close your email appropriately.
  5. Set your system clock right as time stamps are references on emails.
  6. Use templates for frequently-used responses.
  7. Refrain from decorating your email with multiple font colors or fancy fonts.
  8. Answer swiftly and within the next 24 hours.
  9. Do not attach unnecessary files.
  10. Compress or zip files before sending them.
  11. Resize too big or heavy pictures to manageable dimensions before pasting or attaching them.
  12. Always notify the recipient before sending large attachments (photos, files, etc.)
  13. Do not overuse the high priority option.
  14. Do not write in CAPITAL letters.
  15. Reply from the email thread for related messages/responses.
  16. Never reply from an old email when the agenda of your message is different.
  17. Do not reply to all if you were just BCC’d.
  18. When replying to an email that has multiple recipients in the To:, CC:, or BCC: fields, remove those whom your reply does not apply to.
  19. Clean up emails before forwarding the content.
  20. Do not abuse the “Reply to all” feature.
  21. Talk about one subject or topic per email message.
  22. Never talk about different subjects per email.
  23. Set expectations with recipients before sending a series of inter-related emails.
  24. Be careful with abbreviations, acronyms, and emoticons.
  25. Do not share hoax or chain emails.
  26. Never open the attachment of a SPAM.
  27. Refrain from using acronyms, technical terms, and jargons that the recipient cannot relate to.
  28. Never assume when it comes to email. Always clarify things to prevent misunderstanding or confusion.
  29. Requesting delivery and read receipts should be regulated.
  30. If your recipient did not respond on time, send a follow-up email or better yet, get in touch with the person.
  31. Be careful with inserting humor in your email.
  32. Do not ask to recall a message.
  33. Use ERRATUM emails to correct erroneous previous messages.
  34. Have the courtesy to confirm receipt of emails in which the sender specifically requested one.
  35. Be careful with whom you are sharing confidential emails.
  36. Never email your colleague about personal issues with the supervisor CC’d.
  37. Never choose which new emails to read first.
  38. Don’t write your entire message in the subject field/line.
  39. Never use email stationeries. Keep it plain and simple.
  40. Avoid using URGENT and IMPORTANT in your subject field.
  41. Never spread libelous, offensive, racist, or obscene emails.
  42. Always explain the reason for forwarding unsolicited (not SPAM but not expected either) messages in the workplace.
  43. Never use a company website’s contact form to offer products and services without permission. Call the party and ask for the concerned person and his/her extensions or email addresses instead.
  44. Never send email marketing campaigns they may unsubscribe from when they did not subscribe to begin with.
  45. Don’t entertain unsolicited emails and junk them right away.
  46. Check your junk items before emptying the folder. A good email might have landed there by mistake.
  47. Never email somebody when your emotions are heightened.
  48. Proofread the email for both grammar, punctuation, and tone before you send it.
  49. Don’t rely too much on emailing. If calling is better or more appropriate, have personal contact instead.
  50. Double check the email addresses of the recipients in the TO field.
  51. If you are going to print out emails, clean them first so as to save on paper and ink.
Phone: (02) 919-2734 | (02) 959-8492
Mobile: 0917 658 3534 (Globe) | 0933 232 6149 (Sun)
Unit A2 Blk 8 Lot 8, Buenmar Ave. Phase IV
Greenland Executive Village, Brgy San Juan, Cainta, Rizal