Email Etiquette and Safety Tips: JKSSB Mock Test

Email communication is a key part of personal, educational, and professional life. For the JKSSB Computer Awareness section, knowing the correct way to write emails and keeping them safe is very important.

This guide covers:

• What is Email Etiquette?
• Do's and Don'ts of Email Writing
• Common Email Components
• Email Safety Tips
• FAQs for JKSSB Exams

What is Email Etiquette?

Email Etiquette refers to the set of rules and guidelines for writing professional, polite, and effective emails.

It is important because:

• Emails are a formal way of communication
• They create a permanent record of conversations
• Proper etiquette builds respect and professionalism

Common Components of an Email

Component	Description
To	Main receiver of the email
CC (Carbon Copy)	Send a copy to other people (visible to all)
BCC (Blind Carbon Copy)	Send a copy without showing the recipient’s name to others
Subject	The main topic of the email
Salutation	Opening line (Dear Sir, Respected Madam)
Body	Main content of the email
Closing	Ending line (Regards, Thank you)
Signature	Your name, designation, and contact info

Do's of Email Etiquette

• Use a clear and relevant subject line.
• Start with a polite salutation. Example: Dear Sir/Madam
• Keep the email short and to the point.
• Use professional language. Avoid slang or emojis in formal emails.
• Check grammar and spelling.
• Use proper formatting. (Paragraphs, bullet points if needed)
• Add a proper closing line. Example: Regards, Sincerely
• Reply to emails promptly.
• Attach files properly and mention them in the body.
• Use "Reply All" only when necessary.

Don’ts of Email Etiquette

• Don’t write in all capital letters (It looks like shouting).
• Don’t use SMS language (like "u" instead of "you").
• Don’t send large attachments without informing the receiver.
• Don’t forget to check for errors.
• Don’t forward unnecessary emails.
• Don’t share confidential information without permission.

Professional Email Example

Subject: Request for Meeting Regarding Project XYZ

Dear Mr. Kumar,

I hope this email finds you well.

I am writing to request a meeting to discuss the progress of Project XYZ. Kindly let me know your available time slots.

Looking forward to your response.

Regards,
Rohit Sharma
Project Manager
ABC Company
+91-XXXXXXXXXX

Email Safety Tips

Emails are often targeted by hackers, scammers, and cybercriminals. To protect your data and avoid fraud, follow these safety tips.

1️⃣ Use Strong Passwords

• Use a mix of uppercase, lowercase, numbers, and special characters
• Example: Rohit@1234
• Change passwords regularly

2️⃣ Enable Two-Factor Authentication (2FA)

• Get extra security by linking your email with your phone number
• Even if someone knows your password, they can’t access the account without 2FA

3️⃣ Beware of Phishing Emails

• Phishing is a scam where fake emails try to steal your personal information
• Never click on suspicious links or attachments
• Check the sender's email address carefully

4️⃣ Avoid Sharing Personal Information

• Never share passwords, OTPs, or bank details over email
• Government agencies and banks never ask for such information via email

5️⃣ Use Spam Filters

• Most email services have automatic spam filters
• Report spam to improve security

6️⃣ Keep Your Software Updated

• Always update your browser and email apps to protect from new threats

7️⃣ Logout from Public Computers

• After using email on a public computer, always log out
• Don’t select "Remember Me" on shared devices

Common Email Threats

Threat	Description
Phishing	Fake emails asking for personal data
Spam	Unwanted bulk emails
Malware	Viruses or malicious software sent via email
Email Spoofing	Fake sender addresses to trick users

Basic Email Security Checklist

• Use a reliable antivirus
• Do not open emails from unknown sources
• Do not download suspicious attachments
• Use secure email services (like Gmail, Outlook)

FAQs: Email Etiquette and Safety – JKSSB

Q1: What is the purpose of CC and BCC?

Answer: CC is for keeping others informed openly; BCC hides recipients from others.

Q2: What is phishing?

Answer: A cybercrime where fake emails are sent to steal personal information.

Q3: Should you use capital letters in emails?

Answer: No, using all capital letters is considered rude as it looks like shouting.

Q4: What is a professional email closing?

Answer: "Regards", "Sincerely", or "Thank you".

Q5: Why is Two-Factor Authentication important?

Answer: It provides an extra layer of security beyond just the password.

Final Thoughts

Understanding Email Etiquette and Safety is essential for clearing the JKSSB Computer Awareness section. Good email habits build professionalism, and safety tips protect your data from threats.

Practice writing emails properly and stay alert against cyber-attacks.

All the best for your JKSSB exam!