Electronic-Mail

E-mail
E-mail is a tool for sending messages on a computer network. E-mail is a cheap and quick mode of communicate with friends, family, and co-workers

Contents:
Categories

of E-mail. The elements of email etiquette. Writing Effective E-mail Messages. Effective use to writing E-Mail. Business email Advantages. Uses of writing E-mail. Disadvantages. Over view.

Categories of E-mail.
Business

Transaction Directive or an approval for an action Interchange of messages about a case or policy issue Data Interchange with another agency Information Message Has a business context; but not part of business transaction e.g. meeting notification Private Message Non-business matters

The elements of email etiquette.

General

format Writing long messages Attachments The curse of surprises Writing a complaint Flaming Electronic mailing lists

General format
Salutation:

Dear, Hello, and Hi are all acceptable greetings. It is considered acceptable to just begin the email with the first sentence. Emails should be short and to the point. An email should be as long as the text box without scrolling. Writers should strive to respond to emails as quickly as they would a phone message. It is considered proper etiquette to let the sender know that the message was received and that the

Length:

Time:

General format: the basics

Plain Text vs. HTML: Not all emails are formatted to read html. It is best to send everything in plain text Tone: Write in a positive tone: e.g. When you complete the report. instead of If you complete the report. Addresses: Avoid sending emails to more than four addresses at once. Create a mailing list so that readers do not have to scroll too much before getting to the actual message. e.g. To: maillist4@cs.com

General Format: Addresses

Avoid

sending emails to more than four addresses at once. Instead, create a mailing list so that readers do not have to scroll too much before getting to the actual message. To: maillist4@cs.com

Writing long messages

When your message is long Create an elevator summary. Provide a table of contents on the first screen of your email. If you require a response from the reader then be sure to request that response in the first paragraph of your email. Create headings for each major section. Create an elevator summary : is a brief summary at the top readers can make a decision about whether to save the email for later or finish it at that time.

Table of contents: It allows them to skip to the sections of the email that apply to them, need not to be read.e.g. This email contains A. Budget projections for the last quarter B. Actual performance for the last quarter C. Adjustment proposal D. Projected profitability

Attachments.
When you are sending an attachment tell your respondent what the name of the file is, what program it is saved in, and the version of the program. E.g. This file is in MSWord 2000 under the name LabFile. due to viruses that spread via e-mail attachments, its important to tell what kind of attachment it is. Always check any attachments you are going to send for viruses. Avoid opening unknown attachments.

The curse of surprises.

Do not take your reader by surprise

or press them to the wall Do not wait until the end of the day to introduce a problem or concern via memo or email. Avoid writing a litany of concerns that you have been harboring for a long period of time.

Writing a complaint.

You should briefly state the history of the problem to provide context for your reader. Explain the attempts you made previously to resolve the problem. Show why it is critical for the problem to be resolved by your reader. Reminder: Remind the recipient that if the problem is urgent, they should indicate that in their elevator summary and let the recipient know they need a response as soon as possible.

Briefly state the history: The current way we choose officers for our organization is not democratic. As a result, we have a popularity contest that does not always get us the best candidates. Show attempts made by you thus far to resolve the issue: I have offered two alternatives for officer selection that still involves the votes of the members but both have been rejected by the executive board.

Flaming.
Flaming: Sending an abusive or insulting e-mail. Would

you say it in person? If not, don't send it.

Soften your rhetoric: "Send that info at once," instead use "I'd really appreciate your sending that to me as soon as possible. Thanks. Use Phrases like, " It would be really helpful if," or ' I hate to bother you with this extra work, but it would really help us if", or I can't thank you enough for the hard work you put into this".

Electronic mailing lists.

Sending email message to multiple recipients: CC: Stands for "Courtesy Copy. Everyone you send the message to knows who else received it. CC function displays everybody's e-mail address in the header of the message. Business e - mails should be copied to anyone who is concerned with the matter at hand. BCC: Stands for "Blind Courtesy Copy". You can send a duplicate copy of your message to many people without the primary recipient knowing. Create a Emailing list for a group of people of your interest to forward the same message.

Writing Effective E-mail Messages.

Use uppercase (ABCD) sparingly. An entire message written in capital letters feels like you're shouting. Add emphasis to a certain portion of your mail by using uppercase letters. Also, you can *bracket* a word with asterisks. Just use normal capitalization practices (beginning of sentences, proper names and so on). Do not write messages written entirely in lower case letters. It makes the text quite difficult to read. Skip lines between paragraphs. Do not use italics or underlining; they will appear as bizarre characters.

For effective body of email follow these rules.

Don't embarrass yourself by sending messages that you haven't proof read . If the message is sloppy or unedited, the reader might get quite the opposite meaning from what was intended. Anticipated and answered your reader's questions, providing background information when it helps your reader understand your message. Double-checked the accuracy of facts and figures. Clearly and explicitly asked for action or described what you will do next. Used correct, consistent punctuation. Used your spell checker. Double-checked the spelling of people's names and of Company products and services.

For effective body of email follow these rules.

Replaced "brief hand" abbreviations such as "w/" and "info" with standard spellings. Ensured your precise use of all vocabulary, especially of any unfamiliar vocabulary gleaned from your computer's thesaurus. Checked grammar (especially subject-verb agreement) and usage (for example, commonly confused words such as "there" and "their"). Checked sentence structure (especially to correct any fragments or run-on sentences).

For effective body of email follow these rules.

Don't pass on rumour or innuendo about real people. This could come back to haunt you. Email can be easily forwarded to the wrong person, or worse, to the subject of your nonaffection. Use fewer abbreviations. To see a flood of mails using acronyms and abbreviations is upsetting to eye, breaks into the rhythm of the thought, and makes comprehension of a message slower and more difficult.

For effective body of email follow these rules.

Try to keep your line length at 80 characters or less . If the message is likely to be forwarded it should be less than 60 characters so that it will work with anyones email software.

Lists and Bullets: When you are writing directions or want to emphasize important points, number your directions or bullet your main points. For example, Place the paper in drawer A. Click the green start button. Another example, Improve customer satisfaction. Empower employees.

Business email
Top
1. 2.

10 Tips:

Write a meaningful subject line. Keep the message focused and readable. 3. Avoid attachments. 4. Identify yourself clearly. 5. Be kind -- don't flame. 6. Proofread. 7. Don't assume privacy. 8. Distinguish between formal and informal situations. 9. Respond Promptly. 10. Show Respect and Restraint.

Important Points to Remember before writing Business Email

Email is much less formal than a written letter. Emails are usually short and concise.

If you are writing to someone you don't know, a simple "Hello" is adequate. Using a salutation such as "Dear Mr Smith," is too formal. When writing to someone you know well, feel free to write as if you are speaking to the person. Use abbreviated verb forms (He's, We're, He'd, etc.) Include a telephone number to the signature of the email. This will give the recipient the chance to telephone if necessary. It is not necessary to include your email address as the recipient can just reply to the email.

Advantages
o

Quick and easy communication Immediate dissemination of documents Logs the time of an exchange of messages One person can send the same message to numerous people at one time Less intrusive than the telephone Personal / Family

Keep in Touch the modern way, no more letters Share photos, links, videos General Company Communication Mailing Lists Replace face to face meetings, Memos

Business / Work

Disadvantages
Same

message can exist in multiple locations leading to storage problems. Informality can lead to sloppiness. Easy to edit/alter. Deletion does not mean destruction. Multiple copies of messages or attached documents can be easily printed and filed.

OVERVIEW
Electronic mail (E- Mail) is a tool for sending messages on a computer network. As you write e-mail, be sure to use appropriate formality and realize that e-mail, like print, is permanent.