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Dr Asha Kaushik              1
1.    Content2.    Advantage3.    Disadvantages4.    Characteristics5.    Format6.    Heading7.    Salutation8.    Body9. ...
 E-mailhas quickly become a communication standard and the Internet‟s most popular application. Both the number of e-mail...
 email Email eMail EMail e-mail E-mail e-Mail E-Mail
 Conveying   routine information. Requesting information or additional resources. Invitation to meetings ,conferences ,...
 To send confidential salary information To address a personal hygiene issue To get an immediate reply To settle a con...
 To send confidential salary information To address a personal hygiene issue To get an immediate reply To settle a con...
 Speed Low  cost Portability & convenience Flexibility Easy attachments Promotes upward communication               ...
 Information   overload-more frequent. Junk   messages-if not being downloaded prompt. Lack privacy. Reduce productivi...
 Concise Correct Clear Conversational   tone Single   theme                          10
 Heading Salutation Body Closing Signature               11
 Date From To Subject Cc Bcc Attachments   line                       12
.com business and commercial .edu educational institutions .gov government agencies .mil military related groups .net ...
 Grab Attention. Summarize message. Make it easy for recipients to triage your  Email and find it later. Don‟t “Reply ...
 Dear Dr Singh Dear Professor Bright Dear Maya Dear Mr Tripathi                          15
 Describe ,explain ,discuss Keep the message focused and readable. Keep it Short & Simple. Break into paragraphs; skip...
 Best  regards Kind regards Sincerely Yours faithfully Thank you & regards All the best                        17
 Include   (if you want people to contact you)  Your name  Title  Organization  Email address (especially on listserv...
Mon 10/8/2012 3:03 PMArunabh Banerjee [abanerjee@ddn.upes.ac.in]Vickram Sahai[vsahai@ddn.upes.ac.in]Schedule for faculty d...
Protecting yourself  1.   Have a separate free Email account for       newsletters, white paper registration, etc.  2.   D...
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Writing effective emails deptt

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Transcript of "Writing effective emails deptt"

  1. 1. Dr Asha Kaushik 1
  2. 2. 1. Content2. Advantage3. Disadvantages4. Characteristics5. Format6. Heading7. Salutation8. Body9. Closing10. signature Line11. Confidentiality and Security12. Managing Email13. Discussion 2
  3. 3.  E-mailhas 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
  4. 4.  email Email eMail EMail e-mail E-mail e-Mail E-Mail
  5. 5.  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. 5
  6. 6.  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
  7. 7.  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
  8. 8.  Speed Low cost Portability & convenience Flexibility Easy attachments Promotes upward communication 8
  9. 9.  Information overload-more frequent. Junk messages-if not being downloaded prompt. Lack privacy. Reduce productivity. May cause misunderstanding or confusion. 9
  10. 10.  Concise Correct Clear Conversational tone Single theme 10
  11. 11.  Heading Salutation Body Closing Signature 11
  12. 12.  Date From To Subject Cc Bcc Attachments line 12
  13. 13. .com business and commercial .edu educational institutions .gov government agencies .mil military related groups .net network providers .org non-profit groups & organizations 13
  14. 14.  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 14
  15. 15.  Dear Dr Singh Dear Professor Bright Dear Maya Dear Mr Tripathi 15
  16. 16.  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
  17. 17.  Best regards Kind regards Sincerely Yours faithfully Thank you & regards All the best 17
  18. 18.  Include (if you want people to contact you)  Your name  Title  Organization  Email address (especially on listservs)  Website  Phones Avoid v-Cards because some readers treat them as attachments 18
  19. 19. Mon 10/8/2012 3:03 PMArunabh Banerjee [abanerjee@ddn.upes.ac.in]Vickram Sahai[vsahai@ddn.upes.ac.in]Schedule for faculty developmentshalinivohra; Sasi sekhar; Annapurna; Rati Oberoi; Radhika B Pasricha;„dr.Asha; Anand Prakash Pathak; sriranjanidb@gmail.comDear all,As per the last discussion a Faulty Development Programme will beconducted at Centre for Professional Communication on October 09th, 2012from 10:30 am onwards in communication lab 1.The faculties are requested to make themselves available for theprogramme. 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: dr.rbpasricha@gmail.com 19
  20. 20. 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. 20
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