Basic Rules of Business e-mail Communication Protocol and Etiquette: Netiquette

As we have discussed in the last issue netiquette-network etiquette, is es- sential for business doing. And here we will discuss the different rules that one must consider in Email correspondence, as out lined by experts in the area.

The word Email is used interchangeably as eMail, EMail , e-mail, email, E-mail, e-Mail, E-Mail. Gregg, Microsoft, and AP use e-mail, Wired prefer email, and for Email Experience Council email is standard. We use the terms interchangeably in this article since all are standard.

When we come to the rules, one of the main principles of email etiquette to remem- ber is that you’re interacting with real people in real time. Even though all you see are words on a screen, a flesh-and-blood person is be- hind them. This live human being deserves the same respect that you would offer him face-to-face.

Just because you may never meet your cor- respondent in person, and just because you’re protected by the shield of your computer, doesn’t mean that you can allow yourself to be a Mr. X in real life and Mr. Y on the internet. Rudeness isn’t acceptable anywhere; it may affect your own interest at the end.

Worldwide E-mail Trafic
Source:The Radicati Group Inc., a technology market firm based in Palo Alto, California.
Messages Per Day
2008 210 billion
2009 247 billion
2010 294 billion
2011 349 billion
2012 419 billion

The other thing is that Email may not be a substitute for face-to-face discussions and telephone time, and emailing should not go on too long in cases of misunderstanding. If a topic is bounced back and forth more than 3 times it is time to pick up the phone or sched- ule a meeting.

You are also expected to respond to your business related emails in a timely manner. It is proper to answer a business e-mail at least in one working day.

As a mannerly person, you should avoid hostile confrontations with people in public. The same should go for the internet. Argu- ments on the internet sometimes escalate into hostile or undesired exchanges. You should avoid direct confrontations unless you’re pre- pared for an endless exchange of increasingly hostile messages.

Before you post a message or send an email, ask yourself if you would say the same thing to the person face to face. If the answer is no, take a few steps back. Reread your message. Edit it so that you would feel just as comfort- able saying it to the person face to face.

We have three major styles of communica- tion; face-to-face, on the phone and written (email). Each of these styles involves tone of voices, verbal and non-verbal communication.

According to various studies, in face-to- face communication tone of voice accounts 35%, verbal 7pctand non-verbal 58%. On the phone tone of voice 60%, and verbal 40%. On email non-verbal 0%, and verbal 100%.

The internet is a unique medium of communication because you don’t get any of the clues-facial expressions, hand gestures and vocal intonations- that you get when you’re speaking to someone in person or through the telephone. When all you have are words, you should better be sure to use them carefully.

Before you hit that send button or post a comment, proofread for ty- pos and grammar. Also, use caution when using acronym such as ‘BTW’ that stands for “by the way”; instead, spell out the acronym the first time you use it. These seemingly little er- rors can create unintended havoc for the reader who is trying to make sense out of what you wrote.

E-mail may be electronic, but it’s still mail. Your written word may be saved for posterity. And yes, those words may be held against you whether it’s by your spouse, a friend or a court of law. We need to keep the potential repercussions of e-mails in mind. Even if you diligently delete all incriminating notes from your in- box, they may still be preserved by someone backing up a mainframe computer in your office where all messages are stored.

Absence of cyber law in our country is not a guarantee to write incrim- inating e-mails; they still can be used as evidence by a court of law.

It is always advised to keep the e-mail brief (one screen length) and keep your line length at 80 characters or less. If your message is likely to be forwarded, try to keep it down to 60 characters or less.

Select a common font depending on with whom you communicate. An Ariel font is UK favorite and the US uses Times Roman. You should stick to black as a color of choice. Use of multi colors in Business email com- munication is not professional.

In the compose part of an email we have three fields; To, Cc and Bcc. In the ‘To’ field include only those who you would like a response from; we call it a primary recipient. In the ‘Cc’ field include addresses that are second recipient of the email. Make sure your intentions are proper while using ‘Bcc’. To send ‘Bcc’ copies to others as a way of talking behind someone’s back is inconsiderate. When you send an email putting recipient on the Bcc field, the other recipients on the To, Cc and Bcc part as well can’t see the recipient on the Bcc field. So that’s why we need to be considerate on this field. But there are times when

we need to use it, on the bids we may not want participants to know each other and if there is any email com- munication so far, we put our email on the ‘To’ field and include all others on the Bcc field.

Because it can be highly annoy- ing and might trigger an unwanted response in the form of a flame mail, try not to send any email text in capi- tals. Typing in all caps is yelling or reflects shouting emphasis. Typing in all small case gives the perception of lack of education or laziness as well.

Finally Read, Read and Recheck before clicking the Send button.

To enforce all these in our offices, we must create a written Email pol- icy, and it should include all the do’s and don’ts concerning the use of the company’s email system and should be distributed amongst all employees. In addition to this Employees must be trained to fully understand the importance of email etiquette. The implementation of all this can be monitored by using Email Manage- ment Software and Email Response Tools.

Your email is you! Everything you put in email is a reflection of you as a professional and a reflection of your organization.

Abebe Mulu

Abebe Mulu holds an MA in International Relations from AAU. He had attended various certification training on Protocol and Etiquette. He is currently sernior Business Promotion and Communication Officer at Development Bank of Ethiopia and Amharic News Caster on Ethiopian Television. Abebe has recently started a radio show on Protocol & Etiquette on FM 98.1

221 comments

  • Phillipirory

    buy generic levitra 10 mg
    buy levitra
    order levitra uk
    generic levitra
    cheapest levitra online

    Phillipirory Sunday, 22 October 2017 09:00 Comment Link
  • CharlesNonse

    cheap genuine levitra
    generic levitra
    order levitra super active oo
    generic levitra
    buy cialis levitra

    CharlesNonse Saturday, 21 October 2017 09:07 Comment Link
  • MichaelScexy

    legit sites buy viagra
    viagra generic
    how to buy viagra online in canada
    generic for viagra
    viagra vs birth control pills

    MichaelScexy Thursday, 12 October 2017 19:30 Comment Link
  • ManuelSer

    priligy viagra together
    viagra uk
    is viagra illegal to buy online
    viagra tablets
    viagra south africa online

    ManuelSer Tuesday, 10 October 2017 18:32 Comment Link
  • Kerrybem

    where can i buy viagra in new zealand
    buy viagra online
    will generic viagra be available in march 2012
    viagra coupons 75 off
    online viagra no prescription

    Kerrybem Tuesday, 10 October 2017 11:41 Comment Link
  • Julioinipt

    experience of buying viagra online
    Viagra Pills
    lowest viagra price online
    Viagra 50mg
    buy pharmaceutical viagra

    Julioinipt Tuesday, 10 October 2017 00:19 Comment Link
  • Stevenavals

    do u have 18 buy viagra
    Viagra Online
    is there a true generic viagra
    Viagra 100mg
    sildenafil masticable 50 mg

    Stevenavals Thursday, 05 October 2017 19:10 Comment Link
  • Richarddiowl

    how to get viagra to work
    buy viagra online eu
    buy viagra org cn goodman
    viagra men cheap
    buy cialis and viagra

    Richarddiowl Wednesday, 04 October 2017 20:26 Comment Link
  • Carloslut

    Levitra Online
    Try using others in your video tutorials. This can give people the idea that you will be not filled with heat. Whilst it may be a bit challenging to encourage somebody that individuals with your online video are truly followers of you and your items, it will come accross superior to generally undertaking videos alone.
    Cialis Günstig Online Bestellen
    Consider dishes to get rules as opposed to regulations. Go ahead and division out and swap within the spices or include an additional element. Eventually you may be putting together your very own collection of adjusted tasty recipes that can be better than the first point. You will not only can also be capable of win over your mates with special food, nevertheless, you will end up a much better make as you test out transforming dishes.
    Kamagra Kaufen Preis
    Having fresh fruits a minimum of twice per day will help you shed weight. Fresh fruits is mainly consisting of h2o, meaning that you can expect to feel full and stay not as likely to indulge in an unhealthy food selection. Fresh fruit is also jam-full of the great sort of carbs that your body needs to stay full of energy.
    Comprar Cialis Generico

    Carloslut Wednesday, 04 October 2017 05:17 Comment Link
  • BillyAsype

    Viagra Piller Pris
    Are you presently thinking of advertising your small business by way of social websites however, not confident where to begin? This information will take you step-by-step through the primary divisions of your social networking plant as well as show you ways in which you may cash in on the thousands of people going to these internet websites daily.
    Cialis-20-Mg-Testberichte
    Whenever you can, make use of your organization credit card. Once you vacation, eat at restaurants, and possess other minimal costs, utilizing your company credit card can keep income up to you and defer the payment. Utilizing credit cards likewise helps to develop miles or factors on the card which may in the future be redeemed.
    Viagra-Für-Die-Frau-Erfahrung
    Make sure you are receiving ample zinc in your daily diet if you have acne breakouts. Lack of zinc will often result in zits associated difficulties. Do not, even so, just go acquire zinc and start taking it as a consuming a lot of zinc can cause other health issues. Making sure you will get the recommended day-to-day serving is enough.
    Viagra Kamagra

    BillyAsype Wednesday, 04 October 2017 05:09 Comment Link

Leave a comment

Make sure you enter the (*) required information where indicated.Basic HTML code is allowed.

Latest News

Ethiopia to Host the 4th International Coffee Conference

Ethiopia to Host the 4th International Coffee Conference

Ethiopia is set to host the 4th International Coffee Conference from March 6 – 8, 2016 in Addis Ababa at the United Nations Conference Center. Previous conferences were held  in England in 2001, Brazil in 2005 and Guatemala in 2010. Read more

Tweets


ሰበር ዜና ብሄራዊ ባንክ ከነገ ጀምሮ የብር ምንዛሪ ተመንን በ15% እንዲገሽብ ውሳኔ አስተላለፈ፡፡ በተጨማሪም የገንዘብ ማስቀመጫ ወለድን ከ5% ወደ 7% ከፍ እንዲል ውሳኔ... https://t.co/fab8ZVRMVa

Breaking News National Bank of Ethiopia will depreciate the exchange rate of birr against a basket of foreign... https://t.co/1JPgVHEv1E
Follow EBR News on Twitter

Most Popular

  • 1
  • 2
Prev Next

The White-Box of Ethiopian Agriculture

The agricultural sector remains our Achilles heel, nonetheless, we remain convinced that agricultural-based development remains the only source of hope ...

Read more

For Whoever Has, to Him Shall be Given …

As the Ethiopian government seeks to transform the economy into one that’s rooted in manufacturing, the simplicity for local investors to access finance...

Read more

Commentary

  • 1
  • 2
  • 3
Prev Next

Shooting in the Dark: The Anomalies of Headhunting

The war for ‘heads’ – also known as talent – has been raging for many years and the manner headhunters ‘poach’ people is getting tougher ...

Read more

Understanding Chinese Investment in Ethiopia A Critical Evaluation of the World Bank’s “Chinese FDI in Ethiopia” Survey

The World Bank country office in Ethiopia, apparently in response to the request by the government of Ethiopia, has conducted a survey of...

Read more

Mitigating Growing Income Inequality: What Needs to Be Done

Rising income and wealth inequality in many countries around the world has been a long-term trend for three decades or more. But the atte...

Read more

View Point

  • 1
  • 2
  • 3
Prev Next

Delivering Life Insurance: The Untapped Market in Ethiopia

Modern insurance transaction in Ethiopia was started by an Egyptian Bank in 1905. According to Ethiopian Chamber of Commerce there were 19, 33 and 40 insuran...

Read more

Headache When a Key Personnel leaves a Company in the Financial Sector

The financial sector in Ethiopia has undergone considerable changes in recent decades. The dramatic rise of new market players into the sector has vividly al...

Read more

Women and the World Economy

In many countries, public debate about gender equality focuses mainly on women’s access to top positions and high-powered career opportunities. But the “glas...

Read more