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E-mail writing
Dr Keshav Nath
LN1101
Emails
• Style, Structure and Content
Brief informal and formal structures used to communicate information
or ask question
ideally under 200 words.
• Emoticons and acronyms:
Emoticons or emotional icons are used to compensate for the inability
to convey voice inflections, facial expression and bodily gestures in
written communication.
Reasons for popularity
Fast, cheap and easy to operate
Flexible in tone and style
A reflection of the spirit of the age
Legal and Valid
Email Etiquette
Answer swiftly
Do not overuse reply all
Use templates for frequently used responses
Use proper structure and layout
Identify yourself and the topic
Answer all questions and pre-empt further
questions
Be concise and to the point
Use proper spelling, grammar and punctuation
Dos( emails)
• Do not write in CAPITALS
• Avoid long sentences
• Use active instead of passive voice
• Keep your language gender-neutral
• Do not overuse the high priority option
• Do not attach unnecessary files
• Re-read the email before you send it
• Take care with abbreviations and emotions
• Be careful with formatting
• Take care with rich text and HTML messages
• Do not use email to discuss confidential matters.
( Don’ts emails)
• Avoid using URGENT and IMPORTANT
• Use the Bcc: field or do a mail merge
• Using the cc field
• Do not reply to spam
Effectiveness and Security:
• Ensure the personal messages are sent to the
correct individual and not to a mailing list.
• Do not send personal or confidential material via
email unless it is encrypted.
Take away -1
• Read the following email and redraft it by using appropriate
capitalization, structure and punctuation marks:
Dear project guys………..
All are hereby informed that the group presentations are to be held on
Saturday 9th April, 2018; prof b.n. Kaushik will be the moderator and
everyone’s performance will be evaluated, grades will be given.
Arjun Chopra
Take away -2
• Revise the following email
Hi sir,
v r intrstd in byng d latest microwaves manuf. By ur company. R u ready
wid d supplies? Pl. specify scdl of delvry 4 v cant w8 4 long.
S Y TC
Sandeep Sugam
Kingswood international

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E mail writing

  • 2. Emails • Style, Structure and Content Brief informal and formal structures used to communicate information or ask question ideally under 200 words. • Emoticons and acronyms: Emoticons or emotional icons are used to compensate for the inability to convey voice inflections, facial expression and bodily gestures in written communication.
  • 3. Reasons for popularity Fast, cheap and easy to operate Flexible in tone and style A reflection of the spirit of the age Legal and Valid
  • 4. Email Etiquette Answer swiftly Do not overuse reply all Use templates for frequently used responses Use proper structure and layout Identify yourself and the topic Answer all questions and pre-empt further questions Be concise and to the point Use proper spelling, grammar and punctuation
  • 5. Dos( emails) • Do not write in CAPITALS • Avoid long sentences • Use active instead of passive voice • Keep your language gender-neutral • Do not overuse the high priority option • Do not attach unnecessary files • Re-read the email before you send it • Take care with abbreviations and emotions • Be careful with formatting • Take care with rich text and HTML messages • Do not use email to discuss confidential matters.
  • 6. ( Don’ts emails) • Avoid using URGENT and IMPORTANT • Use the Bcc: field or do a mail merge • Using the cc field • Do not reply to spam Effectiveness and Security: • Ensure the personal messages are sent to the correct individual and not to a mailing list. • Do not send personal or confidential material via email unless it is encrypted.
  • 7. Take away -1 • Read the following email and redraft it by using appropriate capitalization, structure and punctuation marks: Dear project guys……….. All are hereby informed that the group presentations are to be held on Saturday 9th April, 2018; prof b.n. Kaushik will be the moderator and everyone’s performance will be evaluated, grades will be given. Arjun Chopra
  • 8. Take away -2 • Revise the following email Hi sir, v r intrstd in byng d latest microwaves manuf. By ur company. R u ready wid d supplies? Pl. specify scdl of delvry 4 v cant w8 4 long. S Y TC Sandeep Sugam Kingswood international