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Business Emails


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Business Emails

  1. 1. Business EmailsBibaswan Ghoshal TA, ALES204, University of Alberta 30/03/2012
  2. 2. Lecture Outline  How to write emails  Writing a cover letter  Confidentiality and Security  Email ManagementBy the end of the lecture you should have 3 criticallyliterate tweets @JessL, #ALES204, @bibaswanghoshal 2
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  4. 4. 4Email,Taken from:, March 29, 2012
  5. 5. 5Smart devices, Taken from: March 29, 2012
  6. 6. Email Statistics In 2011, 3.1 billion email users Expected to reach above 4 billion by 2015 More than 55% of the smart phone users use email as their primary application Major players  Hotmail  Yahoo  Gmail 6
  7. 7. The Four Questions Why are you writing? Who are you writing to? What is the situation? What do you want from the recipient? 7
  8. 8. The Four Parts The Opening The Focus The Action The Closing 8
  9. 9. The Five To-Do’s Simple Sentences and Word choices Professionalism Concise and to the point Well-planned Addressing 9
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  11. 11. Cover Letter Supplement to your resume Express interest in a position (academic or corporate) Highlights key things of your resume Creates the urge to open your CV attachment 11
  12. 12. The Four Way Planning Research the company, employer or professor Research the position details Obtain the perfect email address Relate your strengths and weaknesses. Be Unique 12
  13. 13. The Opening Proper salutation (Dear / Hello)  Designation (Dr., Mr. Mrs., Ms., Miss, Sir/Madame)  Use Last name only  Don’t use “To whom it may concern” Tell in brief about yourself Grab attention Get straight to your objectives 13
  14. 14. The Focus 1-2 paragraphs Short, concise and organized Sell your top qualities first Sell your related experience Focus on the addressees benefits Focus on your achievements If academic, include relevant course work 14
  15. 15. The Action Request for a response Mention your availability Don’t be vague  “I am available all week.”  “Call me anytime”  “I am available for a meeting every weekday between 9- 12 and 2-5.” Provide relevant contact information 15
  16. 16. The Closing Appreciate their time Refer to your CV attachment or html resume for details Use proper closing remarks Use full signature 16
  17. 17. Comments Professionalism Proofread and spell check You have to make him open your CV Be confident and enthusiastic 17
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  19. 19. Threats to Emails Loss of confidentiality Loss of integrity Lack of data origin authentication Lack of encryption Lack of notification of receipt 19
  20. 20. Threats by Email Disclosure of sensitive information Exposure of systems to malicious code Unauthorized access Denial of service 20
  21. 21. Threats Spam (80% of emails are spam) Phishing (60% of users get 1 email/day) Viruses Spywares 21
  22. 22. Protect Yourself Don’t venture Use separate email for professional and personal use Think twice before giving out your email Don’t send passwords and important financial information Delete browser history, cache, cookies, user ids and passwords after using a public Internet connection Back up your Email. 22
  23. 23. Prevention Use anti-virus and anti-spyware softwares Understand the risks and act accordingly Use strong passwords Encrypt wireless connections Use encryption and digital signatures for important Email 23
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  25. 25. Why Manage? Official and legal document Huge in numbers Contains crucial information There is no such thing as “deleted email”  Technology exists to recover deleted items  Backups may exist  Others may have a copy 25
  26. 26. The Four D’s Delete it Do it Delegate it Defer it 26
  27. 27. Managing Emails Organize Email into folders. Use filters and labels Mark important emails Keep a copy of all sent Email Review and clean out folders periodically 27
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