Email and Telephone Etiquettes in English


The most usual and simple way to communicate is through using technology. Commonly used modes are Email and telephone. What are etiquettes? They are the systematic representation or even the mannerisms to communicate with someone in telephone and email that is, in terms of vocal and text messages respectively. Basically, we all know the definition of communication which is to transfer message from person to person. Unless the information is not shared in proper pattern along with appropriate wordings, the presentation will not be a good. In verbal communication, the usage of words is extremely important. It should be in such a way that it can lead to a proper conversation. The words said or applied should be clear, easily understandable, used properly in native language or common language with standard formats.Spoken English classes helps us to frame any sentence without grammatical errors. Powered by impressed vocabulary, we can draft wondeful mail to anyone for any purpose.

To communicate, it is not compulsory to have a high efficiency of writing and speaking skills. A normal language with kind and suitable words itself can give positive impact. Generally, knowing the way to carry out a conversation in telephone and the style or the method of mailing is very essential. There is a proverb, choose words wisely, they are powerful and can create or can destroy. Thus the basic knowledge of interacting using the etiquettes should be known.

Email Etiquette

While you text or send a file to someone make sure that you have mentioned a proper subject to it, which shouldn’t be left blank. When entering the mail IDs, you would have noticed ac, bcc and cc. these have separate meanings. In the to field, use cc to send a carbon copy of one contact to others generally and the BCC (Blind Carbon Copy) is to hide the other ids from a main id and will be sent to every person separately without letting each other know of it. For example, when a resume is sent to various companies, entering the ids in bcc or cc is needed as the recruiter may not feel satisfied to know that you have options and also might ignore. In the text space, start with some pleasant greetings like hello, hi, respected sir/madam, and end with a thank you or some few nice words. Certainly, mind that the content of the message is short, crispy and simple, and if it’s a lengthy text you can better separate it into paragraphs. Note that every starting letter, nouns and ‘I’ are capitalized, if not done, it means that you are not conscious enough or in a rush, which is not a plus point. Go through before clicking the send. Check whether you have attached the file or a message will pop up to remind you if you have used the corresponding word in the text. Furthermore, use friendly and respectful words such as ‘please, sure, thank you, etc., wherever possible and choose fine font size and style or face of the text.


Telephone Etiquette

First of all, be patient and start gently with a hello or happy greetings.  Normal sample of a telephone conversation is, after dialing a number ask ‘is it 1001001001 (phone number)?’ or ‘is it Prasad’s residence?’ The successive questions should ‘May I know who is speaking or calling?’ and ‘can I speak to Mr. Suresh please?’ The flow of words should be in such a way that the conversing partner can understand what you are to convey. Both the person in phone must know from where they are taking or else it should be mentioned such as, ‘I am Saravanan calling from Singapore’. Similarly, try to use the pleasing words possibly in most of the sentences. For asking a number say, ‘your number please’, ‘can I have your number please’ and ‘may I know your number please’ and instead of wait mention hold on. In work places, primarily contact the subordinates than to directly interact with the superior employee. Such act must be avoided as it will give a wrong opinion and impact. At no time use words that can cause an argument; people who argue can never make good conversations. Always end the conversation with nice words like, ‘shall I call you back’, ‘felt good to talk to you’, ‘thanks for calling’.In Prestige spoken English classes,Pondicherry, we train managerial level professionals on E- mail as well telephone etquettes which is very essential for them in day to day official communications.


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