E mail writing by sohail ahmed

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E mail writing by sohail ahmed

  1. 1. E-mail WritingBy: Sohail AhmedM.A English Literature
  2. 2. Email writing• Email writing has become a large part of modern communication, particularly in business. The world has become much smaller now that we have the ability to send and receive email messages over great distances at an incredible speed. Due to the ease of use it has the potential to be abused M.A English Literature Sohail Ahmed and you should try to keep the following points in mind when writing email. 2
  3. 3. How much should I write in an email?• Email is meant for quick, simple communication. As a general guide that means roughly 4 or 5 paragraphs at most. Due to the limitations of formatting and layout, anything much longer than that is probably best sent as a separate attachment such as a Word file. M.A English Literature Sohail Ahmed 3
  4. 4. Do spelling and grammar matter in email?• We think it does. Poor spelling and grammar show a lack of attention to detail and sends the wrong message about yourself and how you do business. Most email programs today have built-in spell checkers so there is no excuse! You wouldnt send a letter that was poorly punctuated and uses no capital M.A English Literature Sohail Ahmed letters - why not make sure your email messages look professional too? 4
  5. 5. Parts of an e-mail.• To:• CC:• BCC:• Subject: M.A English Literature Sohail Ahmed• Body of an e-mail:• Attachment: 5
  6. 6. To:• To is used for email address of recipient.• Here , sender can put more than one address. M.A English Literature Sohail Ahmed 6
  7. 7. cc & bcc• There is a certain etiquette with email, especially in the use of the carbon copy (cc:) and blind carbon copy (bcc:) fields. It is courteous to add addresses to the cc: field if those people need to know about the subject but are not required to act on the contents. M.A English Literature Sohail Ahmed 7
  8. 8. The bcc:• The bcc: field is useful where discretion is required. People in this field are concealed from other recipients in the To, cc: and bcc: fields. They can themselves see others in the To and cc: fields but not the bcc: fields. M.A English Literature Sohail Ahmed 8
  9. 9. Subject Line• A newspaper headline has two functions: It grabs your attention, and it tells you what the article is about, so that you can decide if you want to read further. Email subject lines need to do exactly the same thing! Use a few well-chosen words, so that the recipient knows at a glance what the email is about. M.A English Literature Sohail Ahmed 9
  10. 10. Body of an e-mail:• The body of a message contains text that is the actual content, such as "Employees who are eligible for the new health care program should contact their supervisors by next Friday if they want to switch." The message body also may include signatures or automatically generated text that is inserted by M.A English Literature Sohail Ahmed the senders email system. 10
  11. 11. Attachment• Attachments are optional and include any separate files that may be part of the message. M.A English Literature Sohail Ahmed 11
  12. 12. An Effective subject linescan make an effective e-mail.• Clarity• Descriptive M.A English Literature Sohail Ahmed• Critical information 12
  13. 13. Ineffective subject lines Sohail Ahmed13 M.A English Literature
  14. 14. Effective subject lines Sohail Ahmed14 M.A English Literature
  15. 15. e-mail ContentBefore you start writing, ask yourself…..• Is this truly the correct person M.A English Literature Sohail Ahmed to contact?• What is my goal?• Should this conversation be held in person or over the phone? 15
  16. 16. e-mail ContentUse a polite and respectfulgreeting and closing M.A English Literature Sohail Ahmed Professor Anderson,……. Respectfully,.... Sincerely,….. 16
  17. 17. e-mail Content • Brevity and clarity • Try to keep each email short • Use paragraphs (5 sentences each) M.A English Literature Sohail Ahmed • Use topic sentences • One topic per email • Provide important dates or references 17
  18. 18. Poor Email ContentSohail,Hey, I was just thinking about the meeting we had about the newworkshop you were planning for next week about resume-writing. Ithink that we may have forgotten to include all of the students whomight benefit from this workshop. There are several groups of students M.A English Literature Sohail Ahmedat the School of Public Health that were not on your list. Of course youmay have added them to you list since our last meeting. Sara from theSchool of Public Health contacted me to ask if the students from theEpidemiology program were on our list of included students. She alsowanted a list of all of the included departments from the School ofPublic Health. Can you send me a list of all of the included studentgroups? I can then send the relevant information on to Sara because sheneeds this information by tomorrow.Thanks,Aiman 18
  19. 19. Better Email ContentSohail,Can you send me a list of the students included in theresume-writing workshop by tomorrow?We may have forgotten to include all of the students who M.A English Literature Sohail Ahmedmight benefit from this workshop. There are several groupsof students at the School of Public Health that were not onyour list. Sara from the School of Public Health contactedme to ask if the students from the Epidemiology programwere on our list. I will send her that information tomorrowafter I get the list from you.Thanks,Aiman 19
  20. 20. Format•Use Simple writing.•Bullets for main points. M.A English Literature Sohail Ahmed DON’T TYPE IN ALL-CAPS, IT LOOKS LIKE SHOUTING 20
  21. 21. Professionalism• Always spell-check before sending• Set your email program to automatically check before sending M.A English Literature Sohail Ahmed• Re-read email for other spelling, grammar and punctuation errors• Always proofread at least once!• Read it out loud 21
  22. 22. Professionalism• Complete the “TO:” line last• Set your email program to delay sending M.A English Literature Sohail Ahmed 22
  23. 23. Remember…• Emails are permanent M.A English Literature Sohail Ahmed• Emails are searchable 23
  24. 24. •Happy e-mailing! Sohail Ahmed24 M.A English Literature

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