Emails
Transcript of Emails
EmailsInstructor: Masihullah Sabiry
E-mails E-mail or electronic mail
Most preferred means of communication (formal and informal)
Sending an e-mail is quick, cost effective and convenient.
BUT like all correspondences, e-mail must follow certain rules
Email or E-mail? How do you spell the short form of electronic mail?
Is it without hyphen after ‘e’?
Should this ‘e’ always be uppercase or lowercase?
No universally acknowledged correct spellings!!!
We recommend e-mail
Tips for Writing Effective E-mails
1. Know the receiver of your e-mail
2. Confirm the email address
3. Use an appropriate subject line
4. Be brief
5. Be careful with grammar and spellings
Tips for Writing Effective E-mails
6. Use appropriate formatting
7. Be careful while sending attachments
8. Know the difference between (reply) and (reply all)
9. Do not forward (indiscriminately)
10. Reread before you click the (send) button
Tips for Writing Effective E-mails
1. Know the receiver of your e-mail
In many cases you may have not personally meet the
receiver.
Thus, maintain the neutral tone in your message.
Neither sound cold and dry nor too casual.
Tips for Writing Effective E-mails
2. Confirm the e-mail address
A typical e-mail address: ([email protected])
The name is called the user name and mail.com is the domain name.
Tips for Writing Effective E-mails
2. Confirm the e-mail address
the sign ‘@’ (called under-the-rate or at) joins the username with the domain name
Most official emails are simple (employees name plus company’s name)
Be sure of the endings like (.com, .org, co.in, .edu…)
Tips for Writing Effective E-mails
3. Use an appropriate subject line
Should be clear and precise
Should state the theme of your message
Subject: Dates for the Debate Competition
Tips for Writing Effective E-mails
4. Be brief
Readers of emails generally do not like
scrolling up and down while reading.
Tips for Writing Effective E-mails
5. Be careful with grammar and spellings
Online communication cannot be taken lightly.
In all formal situations people like:
Well-ordered
Error-free
Always proofread before you send
Tips for Writing Effective E-mails
6. Use appropriate formatting
Write an email like a formal note.
Do not use all capital letters (it is considered as rude or
shouting)
Do not compose your e-mail entirely in small letters.
Be careful about bold, underlined, italicized
Tips for Writing Effective E-mails
7. Be careful while sending attachments
Do not send big attachments unless necessary
Try to compress the files when they are big.
Always let the readers know that there is/are
attachment/s.
Tips for Writing Effective E-mails
8. Know the difference between (reply) and (reply all)
Most email programs provide (reply) and (reply all)
features.
You must know when to prefer one to another.
Tips for Writing Effective E-mails
9. Do not forward (indiscriminately)
Some youngsters and even grownups have the
habit of forwarding messages.
Not everyone enjoys receiving them.
Tips for Writing Effective E-mails
10. Reread before you click the (send) button
You must not only reread your message for grammar
and punctuation or the correct address
But, also for the tone
For example someone writes an angry response to an
email (then regrets)
It is sometimes advisable to sleep over an email before
responding to it