Question

Which of the following option is not a proper conduct of internet/email?
1. writing the entire message using only capital letters
2. To think carefully before clicking 'Reply to all'
3. Incorporating a clear, direct subject line
4. proofreading each message

Answer 1

Correct Answer - Option 1 : writing the entire message using only capital letters

The correct answer is writing the entire message using only capital letters.

Guidelines for Effective Emails:

• Open with a proper salutation: proper salutations demonstrate respect and avoid mix-ups in case a message is accidentally sent to the wrong recipient.
  • For example, use a salutation like “Dear Ms. X” (external) or “Hi Barry” (internal).
• Include a clear, brief, and specific subject line: this helps the recipient understand the essence of the message.
  • For example, “Proposal attached” or “Electrical specs for project Y.”
• Close with a signature: identify yourself by creating a signature block that automatically contains your name and business contact information.
• Avoid abbreviations: an email is not a text message, and the audience may not find your wit cause to ROTFLOL (roll on the floor laughing out loud).
• Be brief: omit unnecessary words.
• Use a good format: divide your message into brief paragraphs for ease of reading. A good email should get to the point and conclude in three small paragraphs or fewer.
• Reread, revise, and review: catch and correct spelling and grammar mistakes before you press “send.” It will take more time and effort to undo the problems caused by a hasty, poorly-written email than to take the time to get it right the first time.
• Reply promptly: watch out for an emotional response—never reply in anger—but make a habit of replying to all emails within twenty-four hours, even if only to say that you will provide the requested information in forty-eight or seventy-two hours.
• Use “Reply All” sparingly: do not send your reply to everyone who received the initial email unless your message absolutely needs to be read by the entire group.
• Avoid using all caps: capital letters are used on the Internet to communicate emphatic emotion or “yelling” and can be considered rude.
• Test links: if you include a link, test it to make sure it works.
• Email ahead of time if you are going to attach large files: audio and visual files are often quite large; be careful to avoid exceeding the recipient’s mailbox limit or triggering the spam filter.
• Give feedback or follow up: if you don’t get a response in twenty-four hours, email or call. Spam filters may have intercepted your message, so your recipient may never have received it.