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E Mail Writing - Students

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32 views22 pages

E Mail Writing - Students

Uploaded by

Kishan jha
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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E-Mail Writing

Pritima Kaushal
www.enablersindia.com
Advantages of Using E-Mail

 Speed
 Cost
 Portability
 Convenience
 Record keeping
 Distribution
Considerations Before Writing an E-Mail
Message

 What is the purpose of this communication?


 Is the information personal or confidential?
 Could you communicate this information by other
means?
 Is the use of this communication tool an avoidance
mechanism?
Begin Email with a
salutation.

 Start the message with addressing the intended party (recipient


of your message). This is particularly true if you are sending it
out to multiple addresses and CC ing multiple people with one
email.
 Instead of “Hey Rahul , Dear Rahul would be better.
 No salutation & complimentary close between colleagues. Write
name only

 If you have been BCCd, do not hit reply to all. Reply only to the
person who sent you the message.
 It is better to be formal rather than too casual.
Subject Line: Elements

 It should be Informative and compelling


– Status Report Website designing falling behind schedule
– Market Report Market report due on Monday morning
 Helps reader sort through a crowded mailbox and
enables him to decide whether he want to read or delete
it.
 Subject should be revised if the replies are circulating in
the same message.
Mark each of following subject
lines as Vague or specific

 Holiday Celebration
 Cancellation of Holiday Celebration
 Casual Dress
 Proposed Casual Dress Day Program
 Complete attached Questionnaire
 Questionnaire
 Your request for Information on Corporate Media Article
 Media Article
 Customer Service
 Introduction of Customer Service Hotline
Body of the Email:

Announce your purpose in the first sentence.


Clarifying the subject and purpose of your email at the
outset is a good strategic move.

Examples:
“I am writing to inform you of a problem with the marketing report. “

“This is to request your input into our current budget revisions.”

“I would like to request an extension of the deadline for the marketing plan.”
Body of the Email:
 Be organized.
– Even though emails tend to be shorter, they should still have a clear outline
and topics.
 Write in paragraphs
– One topic per paragraph. In email, short paragraphs are fine.
– Use Bullet points
 Be concise.
– Crispness is important.
 Limit the subject matter.
– For best results, send separate emails for different issues and situations.
Closing an email:

 End by
 Thanking the recipient for his or her help or time
 Thanking for the opportunity to comment or give input or
 Apologizing for any inconvenience ,your request or problem may be causing the
recipient.
 Examples:
1. Thanks in advance for your time.
2. I appreciate the opportunity to contribute to …….
3. Thanks for the opportunity to ……..
4. I apologize for the inconvenience, appreciate your willingness to consider an
extension.

 It is a good idea to say, “Regards,” “Best regards,”


 Ending Signature
 Append a signature line with at least your name.
Proof read before sending

 After drafting, take time to carefully reread and reconsider it. In most
cases, you will see things to revise and clarify.

 Take care of the Tone of your message


 If you must write an email that criticizes or make someone angry, it is
best to sleep on it (compose it and keep it in the Draft folder) for 24
hours before sending it out. Next day you may think of changing its
tone.
Minding Your Manners Online

The C – B – C Rule

 Be Courteous
 Be Brief
 Be Careful
Minding Your Manners Online
Be Courteous

 Casualness can look like rudeness, especially when the recipient


of your email is a customer, a superior, or a colleague.
 Observe the same politeness throughout the email that you would
in a formal business letter.
 Upset or angry? Compose yourself before composing your
message. Once you hit ‘send’, your e-mail can’t be retrieved.
 Messages can be drafted on a note pad, edited
and then sent as a mail.
 Check your email regularly- at least 3 times daily
 Respond quickly.
 Don’t simply reply to a message that was
originally sent to multiple recipients.
 Don’t use all CAPITAL letters ( It’s equivalent to
shouting).
Minding Your Manners Online
Be Brief

 Don’t send too much information in one


message
 Don’t send big files without prior notice
 Avoid adding too many attachments to your
email
 Smart Subject line
 Change the Subject-Line when replying.
Attachments:

 Name of File:
If there is an attachment, the name of the document should be
consistent with the name of the email subject or at least consistent
with the topic so that the reader is not confused.

 Name your file which is easy to understand for the recipient else he will
have to rename the file.
Example
Instead of PR‐1.PPT write Presentation_ AGM2011.ppt or
MEMO.DOC, write Meeting Agenda.DOC.
Size of File:

 Do not send overly large files as attachments.


 Your clients may be reading their email at home or
from their places of travel where connectivity speeds
can be a problem.
 For very large files, you are better off sending a link
to the site where the file is stored, so it can be
downloaded at the convenience of the reader.
Minding Your Manners Online
Be Careful

 Edit every message for criticism and sarcasm


 Proof read every message
 Remember that e-mail isn’t always private
 Be aware that companies have the right to search
company mailboxes
 Avoid flaming (severely scolding someone).
 Never use abusive or obscene language
Minding Your Manners Online
Be Careful

 Respect Readers’ Time


– Do not use the company computer system to
send or forward spam or electronic junk mail

October 25, 2023


Minding Your Manners Online
Be Careful

 Sending a Cc or Bcc
– Address your message to the person you
want to motivate to act and send carbon
copies strictly as a courtesy.
– Carbon copy recipients are not required to
reply to messages. So don’t get upset
when a response is not forthcoming.

October 25, 2023


Netiquette Fundamentals

1. Check e-mail promptly


2. Send short messages
3. Do not alter messages( While forwarding a message)
4. Remember copyright laws
5. Do not contribute to e-mail overload
6. Do not send e-mail evoking emotion
7. Do not allow e-mail to substitute for human contact
8. Avoid sending confidential data
9. Develop e-mail organization habits
10. The message should follow the 7 C’s of communication.
11. Use a Post Script to catch attention
Netiquette Fundamentals

12. Do not over format your message with background colors


and unusual fonts.
13. Use acronyms sparingly with clients, common acronyms can
be used within the office like “FYI”
14. Pay attention to grammar, spellings
15. Don’t make antagonizing or critical comments Remember
that messages can be forwarded anywhere and saved
forever.
16. Lastly Some people don’t think that e-mail needs formal
rules, but careless messages make you look unprofessional
and can annoy the readers.
Email Writing Exercises

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