Avoid sending personal messages to official e mail id

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Avoid sending personal messages to official e mail id. Brevity is essence in e mail communication Compose it offline and mail it Design meaningful messages Ensure clarity Follow etiquette Goal must be clarity Hit the right reply button Initialism must be avoided Justify the need for sending the mail Keep backup of every e mail Limit the use of e mail Maintain chain of command Never send critical, insulting information Observe the code of sending messages Password must be kept as secret
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216 Respect the recipient through courteous messages Send the files in compressed form Try to summarize Use standard abbreviations only Virus free attachments are essential Write in the correct language Xenophobic messages must be avoided Yield to the instruction of the organization Zealous over check will kill your time. Use filters 18.3.6. ADVANTAGES OF EMAIL Speed: Speed is the main advantage of using email. Unlike regular mail, which may take days or even weeks to reach its destination, email reaches its destination instantaneously. A message can be sent quickly to anyone anywhere in the world, distance is immaterial. Just type the name/names and email address /address of recipient and click the mouse on the send button and your message goes. Low cost: Low cost is yet another advantage of using the email. As sending email does not involve printing and copying, it is less expensive than any other channels of communication, (that is, postal mail, telephone, fax, etc.). Ten email messages may be sent in ten minutes and the cost could be as low as five rupees. Moreover, the sizes of message or the distance to the receip ant doesn’t affect the cost. Quick Distribution: Email makes distribution quick and easy. Messages can be sent to more than one person, at the same time. There is no wasting of time and no repetition. Flexibility: Email allows complete flexibility during composing and drafting. While using email, the sender may be edit, revise, modify, and redesign his/her message with printing and copying it. He /she can easily reshape email messages before sending them. Moreover, he/she has the flexibility to receive or composes email as per his/her convenience. Easy attachment: It is easy to attach files , photograph, clippings, drawings, video clips , sound recording, and so on to and email . For example, resumes, scanner, copies of testimonials, transcripts, and other documents can be attached to job application email. Easy upward communication: Email is less formal and stretched than letter and memos. It is normally in the form of a private dialogue, where the sender wants to say something, and expects a response to the message. Thus, email promotes easier upward communication. Will using email the sender need not worry about a formal and fixed style of communication. He /she may follow the norms of any set pattern of writing and is free to choose any style or pattern that suits the content.
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217 18.3.7. STANDARD E-MAIL PRACTICES
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