Effective Email

917 views

Published on

How to write the effitive email

Published in: Technology, Education
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
917
On SlideShare
0
From Embeds
0
Number of Embeds
39
Actions
Shares
0
Downloads
77
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide
  • Effective Email

    1. 1. Effective Email
    2. 2. AAAAA Email <ul><li>A - Accurate subject line (not outdated, not too general) </li></ul><ul><li>A - Action is requested near the beginning (not at the end) </li></ul><ul><li>A - Accessible information (not buried in thick paragraphs) </li></ul><ul><li>A - Answers reader questions (doesn't leave out essentials) </li></ul><ul><li>A - Any attachment is actually attached! </li></ul>Before clicking SEND, check to be sure your message deserves an AAAAA rating.
    3. 3. What you did well… <ul><li>Insert a blank line (carriage return) between all paragraphs; </li></ul><ul><li>Create bulleted lists using the colon and bracket characters; </li></ul><ul><li>Use bold type, underscores or colors to emphasize text; </li></ul><ul><li>Put a note at the top of the email, like this one: “See the answers to your questions below” when answering the questions. </li></ul>
    4. 4. What you might do better… <ul><li>Showing politeness (Case 1) </li></ul><ul><li>Proofreading before clicking “send” (Case 2) </li></ul><ul><li>Paying attention to wording, especially when writing to the customer (Case 3) </li></ul>
    5. 5. Showing politeness <ul><li>Greetings before jumping into business; </li></ul><ul><li>E.g. “How are you doing?”, “How is your cold?” or “Did you have a great vacation?”… </li></ul><ul><li>Expressing thanks when replying a mail; </li></ul><ul><li>E.g. “thanks for your kind reminding”, “thank you for the interest in our product”… </li></ul><ul><li>Making a request less offending; </li></ul><ul><li>E.g. &quot;If you don't mind...&quot; or &quot;If it isn't too much trouble…” </li></ul><ul><li>Using “might”, “could/would you please”…instead of “should”, “must”… </li></ul>
    6. 6. Proofreading <ul><li>Run the spelling checker and edit the message for grammar and jargon; </li></ul><ul><li>Scan whether there are any mistakes or typos that were not caught by the checker; </li></ul><ul><li>Make sure that enough information is included; </li></ul><ul><li>Ensure the message is targeting the correct recipients. </li></ul>M istakes…
    7. 7. Paying attention to wording, especially when writing to the customer <ul><li>Be professional </li></ul><ul><li>Be likable </li></ul><ul><li>Be diplomatic </li></ul>
    8. 8. Tips for getting an prompt email reply <ul><li>Keeping the message short, well organized, and skimmable. </li></ul><ul><li>Making it easy to respond by: </li></ul><ul><ul><li>Numbering or bulleting the requests </li></ul></ul><ul><ul><li>Being precise about what is looked for </li></ul></ul><ul><ul><li>Providing links to what readers need </li></ul></ul><ul><ul><li>Stating a reasonable deadline </li></ul></ul>
    9. 9. How to Write an Auto-Reply <ul><li>Include the date of your return </li></ul><ul><li>Let people know of any other reliable and available individuals </li></ul><ul><li>Be sure your reply is suitable for different readers </li></ul><ul><li>Avoid sharing contact information that you do not want everyone to have </li></ul><ul><li>Proofread your message very carefully </li></ul>

    ×