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WRITING EFFECTIVE EMAILS Dr Asha Kaushik 1

Writing effective emails deptt

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Page 1: Writing effective emails deptt

WRITING EFFECTIVE

EMAILSDr Asha Kaushik

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AGENDA

1. Content2. Advantage3. Disadvantages4. Characteristics5. Format6. Heading7. Salutation8. Body9. Closing10. signature Line11. Confidentiality and Security12. Managing Email13. Discussion

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EMAIL ETIQUETTE IS EVOLVING TOO

E-mail has quickly become a communication standard and the Internet’s most popular application. Both the number of e-mail users and the usage rates are continuing to grow exponentially.

Mischelle Davis, V.P. of marketing communications at NewWorldIQ

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HOW IS IT SPELLED? email Email eMail EMail e-mail E-mail e-Mail E-Mail

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WHEN WOULD YOU USE EMAIL?

Conveying routine information. Requesting information or additional resources. Invitation to meetings ,conferences ,

symposium etc. Request for proposals. Seeking explanations or clarifications. Giving feedback , suggestions , recommendations.

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WHEN WOULD YOU USE EMAIL? To send confidential salary information To address a personal hygiene issue To get an immediate reply To settle a conflict between two team

members To request a manual for the new phone

system To recap a conversation about a pending

order To set up a meeting next month To keep people updated on a project’s

status

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WHEN WOULD YOU USE EMAIL? To send confidential salary information To address a personal hygiene issue To get an immediate reply To settle a conflict between two team

membersTo request a manual for the new phone

systemTo recap a conversation about a pending

orderTo set up a meeting next monthTo keep people updated on a project’s

status

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ADVANTAGES Speed Low cost Portability & convenience Flexibility Easy attachments Promotes upward communication

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DISADVANTAGES Information overload-more frequent.

Junk messages-if not being downloaded prompt.

Lack privacy. Reduce productivity. May cause misunderstanding or confusion.

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CHARACTERISTICS OF SUCCESSFUL E-MAIL MESSAGES Concise Correct Clear Conversational tone Single theme

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EMAIL INCLUDES Heading Salutation Body Closing Signature

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HEADING SEGMENTS INCLUDES

Date From To Subject Cc Bcc Attachments line

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ADDRESS

.com business and commercial .edu educational institutions .gov government agencies .mil military related groups .net network providers .org non-profit groups & organizations

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SUBJECT LINE Grab Attention. Summarize message. Make it easy for recipients to triage your

Email and find it later. Don’t “Reply All” to a message to grab

addressees without changing subject

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SALUTATION Dear Dr Singh Dear Professor Bright Dear Maya Dear Mr Tripathi

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BODY Describe ,explain ,discuss Keep the message focused and

readable. Keep it Short & Simple. Break into paragraphs; skip lines in

between. Use short sentences and active voice. Like, 'We will take care of your request

today‘, better than 'Your request will be taken care of today'.

Use plain text editor, not MS Word. Avoid fancy typefaces. 16

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CLOSING Best regards Kind regards Sincerely Yours faithfully Thank you & regards All the best

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SIGNATURE LINE Include (if you want people to contact

you)Your nameTitleOrganizationEmail address (especially on listservs)WebsitePhonesAvoid v-Cards because some readers treat

them as attachments

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Mon 10/8/2012 3:03 PMArunabh Banerjee [[email protected]]Vickram Sahai[[email protected]]Schedule for faculty development shalinivohra; Sasi sekhar; Annapurna; Rati Oberoi; 'Radhika B Pasricha'; ‘dr.Asha'; 'Anand Prakash Pathak'; [email protected]

Dear all, As per the last discussion a Faulty Development Programme will be conducted at Centre for Professional Communication on October 09th, 2012 from 10:30 am onwards in communication lab 1.The faculties are requested to make themselves available for the programme. The schedule for the programme is attached with this mail. RegardsArunabh BanerjeeCentre for Prof. CommunicationCollege of Engineering StudiesUniversity Of Petroleum & Energy Studies (UPES)Vill & P.O-Bidholi, Via-PremnagarDehradun - 248007, IndiaMobile: +91-9897695834Alt Email: [email protected]

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CONFIDENTIALITY AND SECURITY

Protecting yourself

1. Have a separate free Email account for newsletters, white paper registration, etc.

2. Delete browser history, cache, cookies, userids and passwords after using a public Internet connection.

3. Logout and close all Apps after using a public Internet connection. (Restart if possible.)

4. Don’t conduct company business on non-secure personal computer.

5. Back up your Email.

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