Embed Size (px)
Citation preview
1
Institute of Management Studies
Drafting E-mails
-Business Communication-
Institute of Management Studies
Drafting E-mails
-Business Communication-
Ms.AyushiVyas (Faculty-Business Communication)
Sanjay SinghVicky PathakGirish KukrejaJoydeep Kujur
2
“Basic E-mail Etiquettes”
1. Clear Subject Line.2. Easy to categorize.3. Keep content of message
relevant.4. Remember to change the
subject line when changing the topic.
5. Do a self review and if possible, get it reviewed by peers.
3
Basic E-mail Etiquettes contd.
6.Check whether message needs to be replied to all.
7.Misaddressed recipients e.g. [email protected] , [email protected]
8.Generally accepted e-mail jargons 1- fyi – for your information 2- fyia - for your information and action
4
Agenda1. Addressing2. Subject Line3. Message Text4. Signature Line5. Attachments6. Style7. Managing Email
5
Addressing• Limit to who really needs to know.• Make it clear in text who has
action and who is info addressee. • Use BCC to protect Email
addresses unless everyone knows each other.
6
Addressing (contd.)• Use address book with mail groups
& validate often.– Use auto fill as many addresses can
be similar– A template message can be saved as
drafts which is used often for different recipients e.g. Birthday Wishes.It can be edited as per the requirement.
7
Addressing (contd.)• Informal Communication before
Formal Communication.• Fill in addresses last to avoid
sending an incomplete Email by mistake.
8
Subject Line• Headline (think newspaper).• 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.
9
Message Text• Keep the message focused and
readable.• Keep it short.• Use short, respectable ,positive
sentences in active voice.
10
Message Text (contd.)• Identify yourself clearly to cold
contacts.– Hello, I am…The reason I am
writing…– Hello, so-in-so suggested I contact
you…• Write in standard professional
English with correct spelling.
11
Attachments• Use sparingly.• Cut and paste relevant parts of
attachment into text of Email.• Check attachment before clicking on
‘Send’
12
Signature Line• Include (if you want people to contact
you)– Your name– Designation– Team Name– Organization– Email address – Phones/Extension– Location
13
Signature Line (contd.)• Keep only relavent details like ,
mailid, designation,team and location.
14
Style• Threads
– Multiple replies can get out of hand, but continue them to maintain the tread.
– When they start to drift start a new thread with explanation.
15
Style (contd.)• Forwarding stuff, e.g., chain letters
– Avoid; annoys most people.– Use BCC to hide your address list.
16
Managing Email• Organize Email into folders. E.g.
Friends, Family, Office , HR , Operations etc.
17
Managing Email (contd.)
• Deleting / Archiving Inbox Messages
18
Managing Email (contd.)
• Use “out of office” agent when away.
19
Example
20
T.H.A.N.K. Y.O.U
21
Questions and Comments?
