Professional Communication: Email Correspondence
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Transcript of Professional Communication: Email Correspondence
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EMAIL CORRESPONDENCE
Presented by:
Samia Rowzatul Rahman
Naima Akter Bristy
Mohammad Mustafizur Rahman
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Why email is important?
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IMPORTANCE
Cost affordable
Easy to use
Less time consuming
Confirmed immediately
Time friendly
It includes attachment
Improve individual and corporate professionalism
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What is the structure of email?
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STRUCTURE
From
Date
To
CC
Subject
Salutation
Body
Leave Taking
Sign off
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Sample of Email Structure
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Sample of Email Structure(cont'd)
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What will be the style of an email?
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STYLE
Avoid long introduction or detailed
references
Better to start with warm up sentences
Maintain a professional tone
Try to reduce the use of punctuation
marks
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STYLE (cont'd)
Use only standard abbreviations
Avoid shortened forms
Highlight with different forms
End with courteous word or sentence
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Example: Personal (Informal) Email
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Example: Semiformal Email
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Example: Formal Email
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Guidelines for Using Email
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GUIDELINESBackground and status of the receiver
Check the write-up
How the write-up looks on screen
Let your subject be specific, appropriate and
meaningful
Use bullets or numbers if needed
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GUIDELINES(cont'd)
Examine your inbox and delete all
unwanted emails
Set up filters and different folders
according to the subjects
Use CC or BCC when it is necessary
Log out or sign off from your account
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SECURITY AND PRECAUTIONS
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SECURITY AND PRECAUTIONS(cont'd)
Do not use this medium in all your contacts
Do not reveal your identity to a stranger
Keep your personal information personal
Do not give your email in any unnecessary
websites
Keep your anti-virus software up-to-date
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SECURITY AND PRECAUTIONS(cont'd)
Do not reply to spam or forward chain emails
Do not open attachments from strangers
Use a strong passwords and set up two-step
verification
Change your password and keep it safe
Disconnect from the internet
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SECURITY AND PRECAUTIONS(cont'd)
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SECURITY AND PRECAUTIONS(cont'd)
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