Clear identify the subject of the e-mail New date for meeting Price changes on the Abc ranges Sales monthly reports Order for customers xyz delivery status New managing directors appointed Add date or version number to title Examples include New brochure copy – draft 4 Project status –July

Writing Smart Great E-Mail

• Should be short and brief to point • Send documents as separate attachment • You can also attached file if the email is detailed.• If it is project give a brief overview of the project

and then and highlight key points 1. Your role 2. Budget3. Deadline

Be As Concise/Smart As Possible

Spellings, bad grammar Us spellcheckers check your emails Don’t us CU at 10 or mtg off as

abbreviation Use upper and lower case letters

messages Don’t us acronyms too much

Check Your Spelling And Punctuation

Use a friendly, chatty style for colleagues and friends For colleagues or regular familiar contacts, you could open with

Hi,hello,or just a name (john or Sarah) Informal e-mails us dear Mr/Miss/Ms.... Dear John/Dear Lisa for

first name terms with the recipient Sign off informal – cheers, thanks, Tnx,Ta, all the best ,later ,see you More formal – best ,best wishes . All best, all best wishes, many

thanks, regards More formal - Kind regards, best regards Very formal – yours ,yours ever, yours sincerely ( if you know the

recipient’s name and have addressed your messages to Dear, Sir, or Madam

E-mail style differ from country to country so follow different styles

Use An Appropriate Style

Clarify and phase out what you need clearly If a number of people are involved give them

individual instructions , roles for more clarification

For example A team to deliver a new product by July Justin- complete the software by march Helen –get the test results by may Seema- request additional funding from finance

director by April

Request The Action or Information You Need

Make clear whether your e-mail is urgent , important ,or routine.

some packages allow to highlight the level of priority .

Include an indicator in the email subject line such as product review – decision needed by Thursday – informative

Don’t us many capital letters indicate urgency and importance

They prove difficult to read on screen yet refer virtual shouting

Explain How Urgent Your Messages is

Emails with longer documents photograph,audio,or video require an attached

Attachments that could pose difficulties include Video clips Publications converted to portable document

format Presentations spreadsheets Photographs Include further contacts details – writing for the

first time , just in case of advertising anew product

Use Attachments To provide Detail

Books E-mail (etiquette: how to get the best results from your e-mails)

(steps to success series ) London: A & C black ,2004. Danzieger,elizabeth. Get to the point painless advice for writing

memos, letters and E-mails your colleagues and clients will understand New york : Three Rivers Press, 2001

Websites Albion.com:www.albion.com /netiquette Ccconsulting www.crazycolour.com/os/emailedge_02.shtml Lancaster University information system services www.lancs.ac.uk/iss/email/nettiqueette.htm

The Best Sources of Help

Thanks so much Jackson mutebi Ceo /consultant Smart independent world wide consultancy http://www.smartwwc.com

End of discussion