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8/22/2019 Business Emails Presentation
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BUSINESS E-MAILS
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Effective E-mail
Techniques
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1. WRITE A CLEAR SUBJECT LINE
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Examples
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2. USE THE “CC” BUTTON
Use the “cc” button for individuals whoneed the information but who would notbe required to reply.
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3. USE THE OUT OF OFFICEASSISTANT
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4. USE ATTACHMENTS FOR LONGDOCUMENTS
Since not all computers have the sametime of software, you should inform whichprogram or software is needed to openyour attachment.
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Example
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Remember
Be careful of file sizes
Use zip files for extra large attachments
Consider whether your reader has thesoftware to open and view the file.
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5. KEEP YOUR MESSAGES SHORT
E-mail is meant to be brief. Keep yourmessages short and straight to the point.
Use only a few paragraphs and a fewsentences per paragraph.
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6.DON’T USE E-MAIL FOR IMMEDIATEACTIONS
Remember, e-mail is a great way toquickly get information to many people,but may not be the right answer for allcommunications.
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7. USE SPELL CHECK
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REMEMBER
Spell Check will not pick up words that arespelled correctly, but are misused withinthe context of the sentence.
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8. USE CORTEOUS LANGUAGE
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Original
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Revised
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9. PROVIDE AN ACTION STATEMENTWHEN NECESSARY
What specifically do you want yourreaders to do as a result of reading youremail?
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Example
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10. IDENTIFY YOURSELF CLEARLY
Always include:
NAME
OCCUPATION TITLECONTACT NUMBER
OTHER CONTACT INFORMATION
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Example
Regards,
Raphael James Dizon
Head AccountantPhone: (818) 963 9788
E-mail: raphaeljames@gmail.com
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11. DO NOT OVERUSEABBREVIATIONS
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12. DO NOT USE ALL CAPITALLETTERS
It gives the reader the impression that theyare being shouted at.
It is difficult to read.
It is used to highlight an important word.
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Original
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Revised
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SUMMARY
1. Keep your message short.
2. Make your subject line meansomething.
3. Start your e-mail with Dear and end with
a simple closing (Thanks or Regards).
4. Always spell words correctly.
5. Write in a positive tone.
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SUMMARY
6. Sign your messages with at least yourname, job title and contact number.
7. Don’t use only capital letters.
8. Don’t just rely on an e-mail.
9. Avoid using abbreviations unless yourreader are familiar with their meanings.
10. Tell people the format of anyattachements you send.
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ENDREFERENCE: A PRACTICAL GUIDE TO BUSINESS WRITING
BY: KHALED MOHAMED AL MASKARI
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BUSINESS E-MAILS
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