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Writing
Nor Lailatul Azilah bt
Hamdzah
1
Layout
What is E-mail ?
How to Make an Effective E-Mail.
Few common e-mail habits that cause
Problems.
Structure of E-Mail..
I.
II.
III.
IV.
V.
Addressing.
Subjects.
Message Text.
Attachments.
Signature.
2
What is E-Mail ?
Text-based mail sent via the computer from
one person to another
A Push Technology
It is One-to-Many and almost Free
subject.
Including multiple subjects
Misaddressed recipients
Displaying addresses of recipients who are
strangers to each other
Replying vs. forwarding
5
Structure of E-Mail
Addressing
Subject
Message Text
Attachments
Signature
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1. Addressing
Its the address of the recipient.
Use BCC to protect Email addresses unless everyone
knows each other.
Maintain address book.
Salutations
Salutations
Be careful about cultural differences. In United
States, you can usually get away with a first name,
but Germans are quite formal; they can work sideby-side for years and never get around to a firstname basis. Starting a message to Germany with
Dear Hans might be a bad idea.
Bcc: line
Use Bcc field sparingly.
In general, it's best not to use the Bcc line to slyly
escalate matters. There is always a chance that
the individual on the Bcc line could hit "Reply
All" and unintentionally reveal that the matter
was escalated.
2. Subject
Precise headline for the message
Makes easier to handle of e-MAIL
Avoid sending e-mail with No subject
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Date&Time
Hi
9:17 am
questions
10:11 am
Meeting
12:44 pm
3:02 pm
Some thoughts
4:21pm
Date&Time
9:17 am
Help: I cant find the draft for the Smith Paper 10:11 am
Reminder: peer-review articles due tomorrow
(3/30)
12:44 pm
3:02 pm
4:21pm
Subject
Date
10:11
am
Subject
Date
9:17
am
Question
Inquiry
Request
Recommendation
Suggestion
Proposal
Instructions
Procedure
Policy
Schedule
Invitation
Announcement
Follow-up
Update
Alert
Agenda
3. Message Text
Please read the attached sales plan before next staff meeting on
Dec 12th."
Jon,
Hey, I was just thinking about the meeting we had about the new
workshop you were planning for next week about resume-writing. I think
that we may have forgotten to include all of the students who might benefit
from this workshop. There are several groups of students at the School of
Public Health that were not on your list. Of course you may have added
them to you list since our last meeting. Sara from the School of Public
Health contacted me to ask if the students from the Epidemiology program
were on our list of included students. She also wanted a list of all of the
included departments from the School of Public Health. Can you send me
a list of all of the included student groups? I can then send the relevant
information on to Sara because she needs this information by tomorrow.
Thanks,
Rachell
Jon,
Can you send me a list of the students included in the resumewriting workshop by tomorrow?
We may have forgotten to include all of the students who
might benefit from this workshop. There are several groups of
students at the School of Public Health that were not on your
list. Sara from the School of Public Health contacted me to ask
if the students from the Epidemiology program were on our
list. I will send her that information tomorrow after I get the
list from you.
Thanks,
Rachell
4. Attachments
Cut and paste relevant parts of attachment into text of
Email.
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5. E-mail Signature
Identification
When you send email to someone who doesn't know
you, immediately answer these questions:
Identification
Here is a ideal message which answers all the
questions mentioned earlier:
Dear Ms. Kulkarni:
I am an editor at Penguin Publishing Company, Inc.
I sat next to your brother at Inox last week, and he
mentioned that you are interested in publishing a
book based Indian recipes. I would be very
interested in receiving a proposal from you.
Before Sending
Improper spelling, grammar and punctuation
give a bad impression, and can sometimes
even change the meaning of the text.
Replies
Answer swiftly.
Each e-mail should be replied to within at least
Replies
Respond only to messages that require one. When
replying make sure that you are adding value to the
conversation, truly moving it forward.
Acronymns
Netiquett
e:
The Rules to
Email and
Communicatin
g Online
What is Netiquette?
Any Question?