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Questions and Answers
Which of the following is the most appropriate tone to use in a business email?
What is the main disadvantage of adding a Post Script (PS) to the end of an email?
What is the primary risk of including personal, private, or copyrighted information in a business email?
What is the best practice for managing time when replying to email messages?
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What is the primary reason why using all capital letters in an email is considered poor etiquette?
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What is the primary reason why it is important to avoid flaming (sending angry emails or negative correspondence) in business emails?
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What is the primary reason why it is important to avoid using email abbreviations in business emails?
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Which of the following is the most appropriate way to handle frustration when replying to an email?
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What is the primary reason why it is important to check the correctness of your language before sending a business email?
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What is the primary reason why it is important to avoid using humor or jokes in business emails, even if you and the receiver are friends?
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Study Notes
Email Etiquette
- Avoid using "Reply to All" unless necessary, to prevent sending the email to unintended recipients.
Email Composition
- Write one topic per email message to maintain focus and clarity.
- Check language correctness before sending the email to avoid damaging professional image.
Tone of Writing
- Identify readers and adjust tone accordingly:
- Subordinate tone for higher-level readers
- Boss tone for lower-level readers
- Colleague tone for peers
- Avoid attacking or offensive language, instead focus on constructive feedback.
Email Content
- Avoid:
- Typing in all capital letters (perceived as shouting)
- Humor or jokes in business emails
- Personal, private, or copyrighted information
- Email abbreviations unless certain readers are familiar with them
- Casual writing, such as:
- Lowercase pronouns (e.g., "i")
- Ellipses (…) and dashes instead of proper punctuation
- Emoticons
- Shorthand language
- Using English letters to write Arabic phrases
Forwarding Emails
- Avoid forwarding emails with personal or private issues.
- Protect the original sender's identity by deleting their email address and name if necessary.
- Always introduce and explain the forwarded message with a brief paragraph.
Email Management
- Manage emails efficiently to avoid time consumption and frustration.
- Avoid sending silent forwarded messages or emails that may spread personal/private information.
Replying to Emails
- Be cautious when using the "Reply to All" option.
- Avoid replying to emails when angry; instead, take time to calm down and write a professional response.
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Description
Learn about proper email etiquette in business communication, including when to use 'Reply All' and how to respond to questions in emails. Understand the importance of concise and professional communication in email exchanges.
