E-mail Correspondence
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E-mail Correspondence

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E-mail Correspondence E-mail Correspondence Presentation Transcript

  • Chapter 8 Routine E-Mail Messages and Memos Guffey, Rhodes, Rogin Business Communication: Process and Product, 2 nd Brief Canadian Edition Copyright © 2007 by Nelson, a division of Thomson Canada Limited
  • Communicating in the New World of E-Mail Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition The phenomenal growth of e-mail and use of the Internet mean that today’s communicators need special skills.
  • Communicating in the New World of E-Mail
    • To succeed, you must be able to:
    • Express yourself concisely and quickly.
    • Compose at the keyboard.
    • Understand e-mail ethics, courtesy, and privacy issues.
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition View slide
  • Characteristics of Successful E-Mail Messages and Memos
    • Headings: Date, To, From, Subject
    • Single topic
    • Conversational tone
    • Conciseness
    • Graphic highlighting
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition View slide
  • Structuring E-Mail Messages and Memos
    • Subject line
    • Opening
    • Body
    • Closing
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Subject Line
    • Summarize the main idea.
    • Example : Budget Meeting June 3, 10 a.m.
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Opening
    • Start directly; restate and amplify the main idea.
      • Indirect (ineffective) opening:
      • This is to inform you that we must complete the annual operating budgets shortly. Over the past two months many supervisors have met to discuss their departmental needs .
      • Direct (effective) opening:
      • All supervisors and coordinators will meet June 3 at 10 a.m. to work out the annual operating budgets for their departments .
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Body
    • Explain and discuss the topic.
    • Use graphic highlighting to facilitate reading, comprehension, and retention.
    • Consider columns, headings, enumerations, bulleted lists, and so forth.
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Closing
    • Request action, including an end date.
    • Summarize the message or provide a closing thought.
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Formatting E-Mail Messages Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Formatting Tips for E-mail Messages
    • Include receiver’s name and address
    • Include your name and e-address
    • Insert addresses of anyone receiving courtesy or blind copies
    • Present a clear description of the message in the Subject Line
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Formatting Tips for E-mail Messages
    • Include a salutation, e.g. “Hi”, “Greetings” especially to outsiders
    • Double space between paragraphs
    • Single Space within paragraphs
    • Do not type in all caps or in all lowercase
    • Include full contact information in signature block
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Using E-Mail Smartly and Safely
    • Getting Started
    • Consider composing offline.
    • Get the address right.
    • Avoid misleading subject lines.
    • Apply the top-of-screen test.
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Using E-Mail Smartly and Safely
    • Content, Tone, and Correctness
    • Be concise.
    • Care about correctness.
    • Care about tone.
    • Resist humour and tongue-in-cheek comments.
    • Don’t use e-mail to avoid contact.
    • Don’t send anything you wouldn’t want published.
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Using E-Mail Smartly and Safely
    • Netiquette
    • Limit any tendency to send blanket copies.
    • Never send “spam.”
    • Consider using identifying labels (FYI, ACTION, RE, URGENT)
    • Use capital letters ONLY for emphasis or for titles.
    • Don’t forward without permission.
    • Reduce attachments.
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Using E-Mail Smartly and Safely
    • Reading and Replying to E-Mail
    • Scan all messages before replying to any.
    • Print only when necessary.
    • Don’t automatically return the sender’s message.
    • Revise the subject line if the topic changes.
    • Provide a clear, complete first sentence.
    • Never respond when you’re angry.
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Using E-Mail Smartly and Safely
    • Personal Use
    • Don’t use company computers for personal matters.
    • Assume that all e-mail is monitored.
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Using E-Mail Smartly and Safely
    • Other Smart Practices
    • Use design to improve readability of longer messages.
    • Consider cultural differences.
    • Double-check before hitting the Send button.
    Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition
  • Ch. 8, Slide Business Communication: Process and Product , 2nd Brief Canadian Edition End