Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.
Despite the popularity of texting
and social media, email remains
the most common form of written
communication in the bus...
 Send your e-mail at the right time.
 Write effective subject lines.
 Keep it short.
 Respect e-mail etiquette.
 Make...
Send Your E-mail at the Right Time
 Only 20 percent to 40 percent of
your emails will actually get
opened, though most of...
 Set expectations for
recipient’s actions
and provide a
deadline for
response.
 State what the e-mail
is about.
 Be sho...
Subject Lines Need a Keyword
 Action: Please Sign and Return Proposal by 4:00pm Today
 Question: Did you receive the upd...
Poor Subject Lines
 Subject lines with all capital letters portray a feeling of yelling
 “NEW ATTENDANCE POLICY!!!!!!!!!...
 Stick to one topic. If you need
to write to someone about several
different issues, don’t put them all in
the same email...
Make the Recipient WANT to
Respond
 Tell them how it will benefit them
(i.e. free advertising,).
 Identify and address t...
Reply promptly to serious messages.
If you need more than 24 hours to
collect information or make a decision,
send a brie...
Respect E-mail Etiquette
Formal:
Dear Title, Last Name:
Dear Dr. Morrison:
Informal:
Hi, Hello, Dear First Name,
Hi John, ...
Use The Right Tone
 Be polite and courteous. "I greatly
appreciate the time and energy you
took..."
 Don't use ALL CAPIT...
Pronouns Affect Tone
You, I, me, my, mine, we, us, ours, he, she, it, they, them, his, yours hers, its, their, theirs
Choo...
As a general rule,
PLZ avoid abbreviations
& acronyms You may be
ROFLOL (rolling on the floor
laughing out loud), but you...
Confirm and Chronicle Your
Communications
 Chronicle Your Communications for reference.
 Confirm both parties actions to...
CC’ing others
 “Carbon Copy”
 It is important to remember that CC’ing means that every
recipient gets to know the email ...
Proofread Like an Editor
 Run spell check/grammar check.
 Check punctuation.
 Use a ruler and read line-by-line.
 Veri...
Be Wary of AutoCorrect!
On Apr 1, 2013, at 10:51 AM, <Student X> wrote:
I have attached my resume and cover letter. I apol...
How to Handle Email Crisis
 Handle a mistake in an email on a case to case basis
 If you send a correction email with th...
 
Set Up a Strong Email Signature
 End with a complimentary
and formal closing.
 Keep it short, simple and
necessary.
 ...
End with a Complimentary and Formal
Closing
Communicates kindness, humility, positive
energy and a knowledge of proper eti...
Keep It Short, Simple And Necessary
 Keep it short (5 lines or less).
 Include important contact
information only: your ...
Set Yourself Above Your Competition
Keep It Professional With These
7 KeyTips
 Use an address that is clearly and professionally you. Ex:
jennifermagas@magas...
Remember That Big Brother is Watching
 Employers own their internal e-
mail systems and have the
right to monitor what yo...
 Ask yourself:“Does my email
ask the reader to do anything? If
not, why am I sending it?”
Assume nothing. Let the reader...
You Know Email is Hindering Your
Workplace Productivity if You:
 Rely too much on email to communicate messages with
work...
Interesting Email Productivity Facts:
 One Wall street CEO estimated that out of
the 1,000 emails he receives daily, he
r...
Tips to Keep Emailing Productive
 Sort and prioritize messages: Set up email
rules and filters to avoid being distracted ...
A Quick Note:
To Text, Or Not To Text
 Identify whether recipient is "text
friendly."
 Recognize texting shouldn't repla...
Fun Facts About Emails
 11,680 emails are sent to the average worker per
year
 Out of all emails that make it into the i...
How Much Time is Spent on Emails
 50% is not spent on email
 22% other email activities (searching,
archiving, managing)...
Contact MMC’s Vice President, Jennifer Lee Magas, at 203-445-
8981 or Soul0fwit@aol.com. © MMC 2015.
For Further Informati...
Upcoming SlideShare
Loading in …5
×

How to write an email that gets results

595 views

Published on

This training presentation provides information about writing emails that get results, following email netiquette, and eliminating unnecessary messages.

Published in: Business
  • Don't forget another good way of simplifying your writing is using external resources (such as ⇒ www.HelpWriting.net ⇐ ). This will definitely make your life more easier
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here
  • Get the best essay, research papers or dissertations. from ⇒ www.WritePaper.info ⇐ A team of professional authors with huge experience will give u a result that will overcome your expectations.
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here
  • Have u ever tried external professional writing services like ⇒ www.HelpWriting.net ⇐ ? I did and I am more than satisfied.
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here
  • Strange "water hack" burns 2lbs overnight. Do this hack to drop 2lb of fat in 8 hours (video tutorial) ☺☺☺ https://url.cn/5yLnA6L
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here
  • check out the cool video of me training my dog on this page. ♥♥♥ https://tinyurl.com/rrpbzfr
       Reply 
    Are you sure you want to  Yes  No
    Your message goes here

How to write an email that gets results

  1. 1. Despite the popularity of texting and social media, email remains the most common form of written communication in the business world--and the most commonly abused. Too often email messages snap, growl, and bark-- as if being concise meant that you had to sound bossy. Not so. How to Write an E-mail that Gets Results
  2. 2.  Send your e-mail at the right time.  Write effective subject lines.  Keep it short.  Respect e-mail etiquette.  Make the recipient want to respond.  Use the right tone.  Confirm and chronicle your communications.  Proofread like an editor.  Set up a strong e-mail signature.  Keep it professional with these 7 tips.  Remember that Big Brother is watching.  Keep your email productive. How to Write an E-mail that Gets Results
  3. 3. Send Your E-mail at the Right Time  Only 20 percent to 40 percent of your emails will actually get opened, though most of your subject lines will be seen.  As more people go to their mobile devices to read email -- of those that do, 43% check email four or more times per day.  Mobile email usage is at its lowest on Monday, desktop email usage is at its lowest on Sunday, and webmail email usage is at its lowest on Wednesday.
  4. 4.  Set expectations for recipient’s actions and provide a deadline for response.  State what the e-mail is about.  Be short, specific and clear. Communicate Subject Lines Clearly
  5. 5. Subject Lines Need a Keyword  Action: Please Sign and Return Proposal by 4:00pm Today  Question: Did you receive the updated meeting minutes for 4/15/13?  Review by (date): Please review all new company emergency procedures by 4/15/13 before the 3:00pm meeting  FYI: Will be on vacation 4/15/ to 4/25  Decision Needed: Are we continuing morning prayer in our classroom?  Approval Needed: Employee Attendance at Public Relations Convention July 15, 2013
  6. 6. Poor Subject Lines  Subject lines with all capital letters portray a feeling of yelling  “NEW ATTENDANCE POLICY!!!!!!!!!!”  Generic subject lines can be boring and very easy to overlook  “Class Update”  Symbols may seem friendly, but depend heavily on your audience  “Get Ready for New Store Hours :O)!”
  7. 7.  Stick to one topic. If you need to write to someone about several different issues, don’t put them all in the same email. (i.e. Steve Jobs) Put your main point in the opening sentence. Most readers won't stick around for a surprise ending. Imagine writing your message on the back of a business card - if it won’t fit, it’s too long. Join the Five Sentences movement and include the following in your email signature: "Q: Why is this email five sentences or less? A: http://five.sentenc.es.” Keep it Short: Stick to One Topic
  8. 8. Make the Recipient WANT to Respond  Tell them how it will benefit them (i.e. free advertising,).  Identify and address their concerns (i.e. Are they worried about a decrease in sales or donations? Are they looking for ways to cut back on spending or to eat healthier?)  Tell them what you are going to do unless you hear back from them by a certain time. This makes their response optional. (i.e.“Unless you reply by noon tomorrow, I will assume that the proposal meets with your approval and send it on to the client.”)
  9. 9. Reply promptly to serious messages. If you need more than 24 hours to collect information or make a decision, send a brief response explaining the delay. Responding ASAP shows integrity and trust Replying & Responding
  10. 10. Respect E-mail Etiquette Formal: Dear Title, Last Name: Dear Dr. Morrison: Informal: Hi, Hello, Dear First Name, Hi John, OR Dear John, Mary C. Fricke, Manager of Talent Sourcing and Staffing at GE Capital Real Estate talking to Fairfield University students about e-mail etiquette.
  11. 11. Use The Right Tone  Be polite and courteous. "I greatly appreciate the time and energy you took..."  Don't use ALL CAPITALS (no shouting!), or all lower-case letters either (unless you're e. e. cummings).  Don’t flame. If you get upset with someone’s email wait until you cool off to respond — if at all.  Read it aloud and listen.  Use the right words. "Would you be so kind as to..." "Since I know your time is valuable...
  12. 12. Pronouns Affect Tone You, I, me, my, mine, we, us, ours, he, she, it, they, them, his, yours hers, its, their, theirs Choose Pronouns Carefully : You didn’t send the check by the deadline. vs. We didn’t receive the check by the deadline. You must enroll by June 1st. vs. Employees must enroll by June 1st. We encourage you to read and follow Internet guidelines. vs. The University encourages all faculty to read and understand Internet safety guidelines.
  13. 13. As a general rule, PLZ avoid abbreviations & acronyms You may be ROFLOL (rolling on the floor laughing out loud), but your reader may be left wondering WUWT (what's up with that). Use Abbreviations & Acronyms Strategically
  14. 14. Confirm and Chronicle Your Communications  Chronicle Your Communications for reference.  Confirm both parties actions to avoid misunderstandings and create a record of historical and legal value: "Per our meeting/phone call this afternoon, I will be responsible for...”
  15. 15. CC’ing others  “Carbon Copy”  It is important to remember that CC’ing means that every recipient gets to know the email addresses of all the persons that received your message  Keep in mind this may not be desirable for all parties  Full CC fields don’t have a great appearance and can overshadow the text in the email
  16. 16. Proofread Like an Editor  Run spell check/grammar check.  Check punctuation.  Use a ruler and read line-by-line.  Verify attachments are the correct version, have been proofread, and are attached.
  17. 17. Be Wary of AutoCorrect! On Apr 1, 2013, at 10:51 AM, <Student X> wrote: I have attached my resume and cover letter. I apologize for the tardiness, I forgot to send this to you last week. See you in class tonight. My Response: Please bring hard copies to class for your groins yes to peer review. Thanks. Sent from my iPhone
  18. 18. How to Handle Email Crisis  Handle a mistake in an email on a case to case basis  If you send a correction email with the mistakes fixed, make sure you include a subject line explaining the situation and mistake  Keep in mind they may not realize the email included errors; if so, do your best not to draw attention to the mistakes
  19. 19.   Set Up a Strong Email Signature  End with a complimentary and formal closing.  Keep it short, simple and necessary.  Use WiseStamp to set yourself above your competition. Example of Effective Plain Text Email Signature Default version: -- John Smith President | Top Web Design USA 555-555-5555 | john@johnsmith.com | http://www.websiteurl.com Twitter: http://twitter.com/twittername | LinkedIn: http://linkedin.com/in/linkedinname
  20. 20. End with a Complimentary and Formal Closing Communicates kindness, humility, positive energy and a knowledge of proper etiquette. Choose one that fits you: a.Very truly yours, b.Respectfully, c.Yours truly, d.Sincerely yours, e.Sincerely, f.Best regards, g.Regards, h.Cordially, i.With many thanks, j.Warm wishes, Use your formal name to demonstrate professionalism and business savvy: Sincerely yours,
  21. 21. Keep It Short, Simple And Necessary  Keep it short (5 lines or less).  Include important contact information only: your name, title, company, phone(s), fax, email, URL, and social media links (choose the top 3 that represent you and/or your business). Clarify best way to reach you.  Avoid alternate font types, and colors. Keep the signature as plain text with minimal images (i,e. your logo).  Consider using a quote only if it is appropriate for your field and demonstrates your credibility. "Celebrating 10 Years in Business"  Refrain from combining into a large image that will increase file size.  Design your signature with WiseStamp.com (WiseStamp is a web browser extension which enables users to design their e-mail signatures and include social profiles and dynamic Email Apps)
  22. 22. Set Yourself Above Your Competition
  23. 23. Keep It Professional With These 7 KeyTips  Use an address that is clearly and professionally you. Ex: jennifermagas@magasmediaconsultants.com  Wait to fill out the "To" field until your message is complete.  Avoid humor, especially sarcasm.  Respond in a calm state, not angry or frustrated.  Be friendly. Ex: "I hope you had a great weekend and enjoyed this beautiful weather!"  Return e-mails in a timely manner.
  24. 24. Remember That Big Brother is Watching  Employers own their internal e- mail systems and have the right to monitor what you write and to whom (check your HR policy handbook).  Any e-mail at work can be saved, stored, forwarded, and most significantly, intercepted. Always remember that your e-mail could be forwarded to people you did not intend to receive it.
  25. 25.  Ask yourself:“Does my email ask the reader to do anything? If not, why am I sending it?” Assume nothing. Let the reader know what thinking has gone on behind the scenes. When following up, don’t assume everyone remembers everything you’ve said. If you’ve got any worries that an acronym, term, or reference is going to elicit a confused moment, just explain it. Doublecheck Before You Hit Send
  26. 26. You Know Email is Hindering Your Workplace Productivity if You:  Rely too much on email to communicate messages with workplace associates that could easily and succinctly be shared over the phone or in person.  Are frequently distracted from completing the key tasks of your position.  Come into work early, stay late, or check emails from home or on vacation to “catch up.”  Find most of your day is shot at least several mornings a week when you open your inbox to find an urgent issue that needs your immediate attention.  Ask a colleague to proofread your email before you send it.  Dread opening your inbox to countless emails and trying to decipher which ones you should open and respond to first.  Know that the time you spend reading unnecessary emails = loss of time and money.
  27. 27. Interesting Email Productivity Facts:  One Wall street CEO estimated that out of the 1,000 emails he receives daily, he reads only 11%.  Knowledge Sector employees spend as much as half of their day on messaging platforms.  On average, an employee checks his or her email 36 times per hour.  It takes approximately 16 minutes to refocus after reviewing incoming emails.  10 IQ points are lost when consistently fielding emails (the same as missing a full night’s sleep).
  28. 28. Tips to Keep Emailing Productive  Sort and prioritize messages: Set up email rules and filters to avoid being distracted by irrelevant messages. You can filter your personal emails from your professional ones.  Keep responses short and sweet: Include only necessary information when composing emails.  Stick to a schedule: It’s important to respond to emails efficiently, however, it is essential to prioritize:  Schedule a designated time to check emails: don’t open them first thing and don’t make it more than once an hour.  Create email templates: Templates will make the general task of responding to an email much more efficient. Templates allow you to easily add personal touches and information much more quickly than starting
  29. 29. A Quick Note: To Text, Or Not To Text  Identify whether recipient is "text friendly."  Recognize texting shouldn't replace other forms of communication.  Use your text to: Schedule a call or a time to meet. Could we meet at 4 in the lobby to go over this week’s agenda? Spell all words out. I am looking forward to next week’s presentation, we are well prepared. Keep your message positive. I thought our presentation went well. I have some ideas for improvement for next time. Stick to business and avoid casual expressions. NO: Awesome, cool, sweet YES: Great. Sounds good.  Refrain from using your text to: Send a question you can Google. Does the new client have a website?
  30. 30. Fun Facts About Emails  11,680 emails are sent to the average worker per year  Out of all emails that make it into the inbox:  14% are critical work emails  28% are essential e-mails  24% are functional work emails  16% are low-level work emails  10% are personal emails  8% are spam or useless emails
  31. 31. How Much Time is Spent on Emails  50% is not spent on email  22% other email activities (searching, archiving, managing)  15% reading e-mails  13% writing e-mails
  32. 32. Contact MMC’s Vice President, Jennifer Lee Magas, at 203-445- 8981 or Soul0fwit@aol.com. © MMC 2015. For Further Information

×