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What is the norm for official emails?

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Baskar Sundaram

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Emails are one of the best forms of communication for organisations. It is quick, accessible and easy. Unlike the postal system emails are can be send within seconds.

Since it is really easy to type and send an email, it can be easily misused. Companies and businesses must place a strict set of rules regarding email usage. These rules must be followed by both employers and employees. Such rules are meant to safeguard the privacy of the person and company involved.

Here are some guidelines on writing emails:

Confidentiality and Privacy

Business emails are often regarded as confidential unless noted otherwise. Emails send within the business are considered to be part of company. The company owns the right to these emails.

Emails should not be shared outside and all businesses big, small or otherwise must ensure that employees maintain and respect the terms of confidentiality.

Personal and Business Email

A personal email and business email are very different from each other and employees must understand the difference. They should know that business emails can be read by the camps by at any time.

Never send personal emails using company id. Even if you are discussing personal matters with another employee or your employer, you must be formal and come straight to the point.

Forwarding Emails

Forwarded emails must also be regarded as a normal email and should be governed by the same rules and guidelines applied for all emails. Forwarding business email are to be done with caution. When you forward an email, it is treated as an email originated from you. Therefore, be careful when you forward business emails. Do not forward confidential emails. Forwarding non business emails are a waste of company time and attention.


Do not forward or write emails that discriminate against race, gender, nationality and religion. Viewing or making sexual comments are judged as sexual harassment. This is followed by most businesses.

Your email will be a representation of your company and your views. Remember to be polite, formal and apt in all emails that you compose. Being unclear can lead to miscommunication and misunderstanding. If you are unsure about anything conveyed in the email, enquire and clarify the doubts. You can even send an email requesting for more information.

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