Email Etiquette

Definition

Email means any Work Gmail (e.g. ddm.yourname@gmail.com) or Domain Email (e.g. yourname@diamonddm.com.hk) that you are going to use throughout the life in DDM Group.

Etiquette refers to a set of unofficial rules or practices that individuals are expected to follow to demonstrate courteous and virtuous behavior.

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cc to Your Supervisor / Colleague

When you send the email to your recipient, always cc your email to your supervisor, as well as anyone who should stay tuned to the topic.

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Email Attachment Handling

In case you want to send a file to the recipient, instead of directly attaching the file into the email attachment, you should always choose to upload the File to your Google Drive and then send the URL of the File to recipient , with Restricted Access that only the recipient can open the File.

While you may not realize that all Email storage does have limitations, the excess of Email storage will cost extra. We can save thousands of dollars by simply sending the URL of the file instead of directly attaching the file into the email.

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Beware of the Typesettting

Good email typesetting can increase the readibility of the email and hence enhance the working efficiency in both side.

By always using these simple typesetting technique in below can help to organize and present your message well:

1. HEADING with each paragraph
2. Bold
3. Underline
4. • Bulletin Point

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Beware of Email Indexing

Email indexing means you or your recipient can search and found the email easily even after few years since the email is being sent.

Compare the 2 Email Titles in below:

Sales Report

20241201-1230 Sales Report

You can realize the the second version is better due to the fact that the Email Title make the email more unique and hence easy for being found in the futured.

The rule of thumb is:

1. Always put any kinds of Unique Identifier (e.g. Invoice# / Task# / Report Version) into the Email Title or Content to make it uniquely identifable.
2. Always think of what keyword the future you , or your recipient will use to search for that Email.

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Email Signature

An Email signature is a block of text or a graphical element that is automatically appended to the end of an email message. It typically includes important information about the sender and can serve as a virtual business card.

Step By Step – Creating Email Signature

Desktop

1. www.gmail.com
3. See all settings
4. General > Signature > Create new
5. Name new signature
6. Copy and paste the following Email Signature Content found in below
   • Replace the placeholder inside “<<>>” to appropriate content.

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<<FULL NAME>>

<<JOB_TITLE>>

Diamond Digital Marketing (HK) Ltd
| T : (852)-2471 6770

| M :(<<COUNTRY_CODE>>)-<<MOBILE_NUMBER>>

| www.diamonddm.com.hk
| Unit A, 29/F, United Centre,

 95 Queensway, Hong Kong

Marketing・Connecting・Sales

———-DISCLAIMER———

This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited.

Any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Employees of the company are expressly required not to make defamatory statements and not to infringe or authorize any infringement of copyright or any other legal right by email communications. Any such communication is contrary to company policy and outside the scope of the employment of the individual concerned. The company will not accept any liability in respect of such communication, and the employee responsible will be personally liable for any damages or other liability arising.
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Mobile Device

1. In your mobile device
2. Gmail APP
3. Settings > General Settings
4. Mobile signature
5. Do the step #5 and #6 in Desktop

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Conclusion

Be a responsible DDM Group citizen with civilized virtue, you will find you will benefit from it if everyone does the same, which will make your DDM Group life much easier.