Polite emails

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sending polite emails

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Polite emails

  1. 1. Polite emails DMITRY BEKININ DMITRY@BEKININ.COM
  2. 2. Polite emails  These include several factors depending on who you are writing to and your relationship with them  The kind of email you write gives clues about your own personality.  The biggest status cue is your competence with the language. If you have lots of misspellings, your subject do not agree with your verbs, or you use the wrong words, people may assume that you are uneducated.
  3. 3. Before you compose  The first step in writing email message is to identify the purpose of the message and determining what the recipient reading the message has to do.  Focus your objective. Archive the five I’s: inform, inquire, influence, instruct and incite  If multiple individuals are responsible for different actions, clearly indicate who is responsible for what.  Always include due dates for each action,  No action or response is excepted of individuals on the Cc line.  Be sure to include meaningful subject line  this help clarify what your message is about and may also help the recipient prioritize reading your email
  4. 4. Emailing someone you don’t know Be sure to open your email with a greeting like – Dear Jones, or Ms. Smith  Do not use “Sir” or “mr.” unless absolutely certain that your correspondent is male  It is safer to use “Ms.” instead of “Miss” or “Mrs.”  If you are addressing a group of people, you can say “Dears” plus the unifying attribute e.g. Dear project Managers.  Use standard spelling, punctuation and capitalization  Be friendly and cordial, but don’t try to joke around.  Jokes and witty remarks may be inappropriate and, more commonly, may not come off appropriately in email  Write clear, short paragraphs and be direct and to the point  Don’t write unnecessarily long emails or otherwise waster the recipient’s time
  5. 5. Composing the content  ‘Good morning” and “Good Afternoon” don’t make sense with email, as the sun may have moved significantly by the time your correspondent gets around to it.  Answer all questions, and pre-empt further questions.  read the email through the eyes of the recipient before you send it.
  6. 6. Continuing Conversations over email  Try to respond within a reasonable time frame  Each email should be replied to within at least 24 hours, and preferably within the same working day.  If the email is complicated, send an email saying that you have received it and that you will get back to them.  Respond only to messages that require one. When replying make sure that you are adding value to the conversation.  Trim back the old messages  Most email clients will keep copying older messages to the bottom of an email  Delete older messages so as to keep your message size from getting too larger, and keep your messages looking clean.  if someone asks a lot of questions, it may be OK to embedded your answers into the sender‘s message copied at the bottom of your email.  However, if you’re going to do this, be sure to say so at the top, and leave generous space.
  7. 7. Sending attachments  Never send an attachment to someone you don’t know the first time you contact them.  Avoid unnecessarily large file sizes  use dropbox links or wiki attachments instead of sending files.
  8. 8. What information NOT to Send Never send the following information over email:     usernames and passwords Credit card or other account information Do not use email to discuss confidential information If you don’t want your email to be displayed on the bulletin board, don’t send it.
  9. 9. Thanks DMITRY BEKININ D M I T RY @ B E K I N I N . C O M

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