SlideShare una empresa de Scribd logo
1 de 26
Writing Effective E-Mails

1
Importance of Effective Email
Communication
 List down two or three points why it is important to

have effective email communication:
1.
2.
3.

2
Importance of Effective Email
Communication
Any questions about the importance? 
It is a way of life!

3
Before writing the email
 Make a plan
 Think about the purpose of the email
 Think about the person who will read the email and how
you want him or her to respond/react
 Make an outline or list of the main points and details
you want to include in the email
 Double check any facts, dates, times, or other specific
details that will be included in the email
4
The recipient and your relationship
 Whom are you writing to and what is your relationship with

the person?

If the person you are writing to is in a higher position than you,
your email should use more formal language than if the person is
someone in the same level / position as you.
 If you have never met the person receiving your email before,
you should use formal language in the first email to him or her.
 Once you have sent the first email and received a reply, you can
choose to continue using formal language or choose to use less
formal language in future emails.


5
What is the situation?
 Think about the reason you are sending the email and

decide if formal or informal language is better.

If you are requesting a service or asking for a favor, you should
use formal language.
 If you are making a complaint, you must carefully choose the
words to express your dissatisfaction or problem but you must
be polite.
 If you are introducing yourself, you should use formal language
but you can use words or phrases that let your personality show
through as well.
 If you are writing a customer relation letter, you should use
formal language.
6

What do you want to accomplish?
 Think about the reason for writing the email and what you

want the person who receives the email to do with it.
 If you want the

receiver to do something for you, make it
clear. Tell the receiver exactly what action you want done.
 If the mail is for recipient's information only and no action
needs to be taken, clearly mention that.
 If you want the receiver to respond by a certain date, write
the response date.
 If you are negotiating or rearranging a meeting, write your
requirements or available times clearly.
7
Important Elements
 Subject line
 Message body
 Address / salutation
 Purpose
 Details

/ explanation
 Closure
 Signature
 Attachment (optional)
8
Important Elements (contd.)
 The Opening
 Tells the

reader why you are writing the mail

 The Focus
 Provides details about the topic

 The Action
 Tells what you want to

happen and gives a time frame

 The Closing
 Includes thanking the

if any

reader and mention of future actions,
9
Subject Line
 Make the subject line clear and concise
 It is

the decision maker about whether to open, forward, file,
or trash the message
 Clearly summarize the intention
 Do not ever send a mail without a subject line
 Do not have the subject as “Hi” or “Hello” unless that IS the
intention

10
Address / Salutation
 The first line of your email should be a greeting, followed

by an empty line and then your message body.
 Salutations are tricky, especially if you are crossing
cultures.
 If it is the first time you are emailing somebody, be formal
in addressing. For ex. ‘Dear Mr./Ms. Xxx:’ or ‘Dear Sir /
Madam:’
 Do not start the mail with just ‘Hello’ or ‘Hi’.

11
Message Body - Purpose
 Make the purpose clear in the first line
 The objective could be

Requesting some info
 Sending the status updates
 Asking for clarification
 Conveying good news
 Breaking bad news
 Defending your view point
 Requesting postponement of deadline
 Sending meeting / call minutes
 Sending meeting / call agenda




…

12
Message Body - Details
 Keep the message focused and readable
 Put all important details at

the top of the email body
 Keep the rest of the email short
 Use short paragraphs; consider breaking up paragraphs to
only a few sentences a piece.
 Don't bury a key piece of information in a large paragraph
 Keep sentences short
 Try to fit the complete message on one screen
 Provide blank lines between paragraphs
 Use a bullet list when listing out items
13
Message Body – Details (contd.)
 Get right to the point
 Don’t use unnecessary words and phrases that distract from

the main idea of the email or may confuse the reader
 The person reading your email is always pressed for time so
you must make it as direct as possible.
 Make the reason for writing the email clear at the beginning
and only add details that are directly related to the topic of
the email.

14
Message Body – Details (contd.)
 Use simple sentences
 Avoiding difficult or complex sentence structures.

This

helps you avoid grammatical mistakes.
 Simple sentences will make the email easier for your reader
to understand, especially if the person reading the email is
not a native English speaker.

15
Message Body – Details (contd.)
 Pay attention to word choice
 Remember that writing is

a form of indirect communication.
 Unlike having a conversation with someone, you do not
have a chance to clarify yourself by restating your ideas or
to use nonverbal cues to make your meaning clear.
 You have to make sure your reader understands what you
want to say and gets the right “message” the first time.
 Choose words such that there is no ambiguity in the
meaning.
16
Message Body – Details (contd.)
 Pay attention to word choice
 Think about how the

email might be perceived by the reader.
Are there any words or phrases that may make the tone
seem angry, flippant, or disrespectful?
 Avoid trying to make a joke or say something funny in an
email. Sometimes what you think is funny might be
misunderstood by the reader and create a bad relationship.

17
Message Body - Closure
 The final sentence
 Either provide something concrete to

reply to or make it

clear that a reply is not necessary.
 Ex.: "Please let me know what appointment times work best
for you." or "I look forward to seeing you tomorrow at 1pm
in my office."

18
Message Body – Additional Points
 Do not use –
 Smilies

Ex. :-), :-( etc.
 Abbreviations


Ex. IIRC for "if I recall correctly", BTW for “by the way” etc.

 Non-standard punctuation and spellings


Ex. gimme (give me), tht (that), dificlt (difficult), vil (will), etc.

 All-caps means shouting
 Use active instead of passive voice
 Ex. 'We

will take care of your request today', v/s 'Your
request will be taken care of today'.
19
Signature
 Make sure to use
 ‘With best regards’ or
 ‘With regards’ or
 ‘Thank you and regards’
…

 Do not forget to write your name and contact details,

company name etc.

20
Attachments
 Most common mistakes
 Mail goes, attachment follows

in next mail!

 Incorrect version is attached!

 When sending attachments, make it a habit to first attach

the file then compose the mail.

21
Proof-reading
 Poor spelling and grammar show a lack of attention to

details and sends wrong message about the quality
standards.
 Read your mails before hitting ‘Send’ button.
 Set the spell-check option on in your mail client.

22
To:, CC:, and BCC:
 Usually it is implied that if you have included someone in

the "To:" field, then s/he is an intended recipient and
should reply if required.
 If someone is in the "Cc:" field, then the email is merely an
FYI for him/her, and s/he is not expected to reply.
 Make sure you copy the mail to your manager (and
recipient's manager) in all official communication.

23
Summary – Do’s
 Write an informative subject line.
 Be courteous.
 Put the key point of your message up front.
 Be brief.
 Make it easy for the reader to reply yes or no or give a

short answer.
 End well with an appropriate next step.
 Check before pressing 'send' – Proof-read.
 Respond promptly.

24
Summary – Don’ts
 Don't leave the Subject Line blank.
 Don't use all capital letters.
 Don't use emoticons or abbreviations.
 Don't send without checking for mistakes.
 Don’t assume that people have time to read your entire

message.
 Don’t think that an e-mail is good for everything.
 Don’t write an e-mail when you are rushed.

25
THANK YOU

26

Más contenido relacionado

La actualidad más candente

Email etiquette- The sweetest way to learn!
Email etiquette- The sweetest way to learn!Email etiquette- The sweetest way to learn!
Email etiquette- The sweetest way to learn!hari3350
 
Email Etiquette
Email EtiquetteEmail Etiquette
Email EtiquetteMMMTS
 
Emailing Insight : An essential element for career
Emailing Insight : An essential element for careerEmailing Insight : An essential element for career
Emailing Insight : An essential element for careerRahul Thakur
 
Effective E Mail Communication
Effective E Mail CommunicationEffective E Mail Communication
Effective E Mail CommunicationVivek Ghiria
 
Writing Effective Business EMails!
Writing Effective Business EMails!Writing Effective Business EMails!
Writing Effective Business EMails!lorzinian
 
Presentation on "Email writing skills"
Presentation on "Email writing skills"Presentation on "Email writing skills"
Presentation on "Email writing skills"Azhar Hussain
 
Effective Email communication for Business
Effective Email communication for BusinessEffective Email communication for Business
Effective Email communication for BusinessGrowthMonk Media
 
Presentation on Email Etiquette
Presentation on Email Etiquette Presentation on Email Etiquette
Presentation on Email Etiquette OpenDev
 
Tips on Effective Email Writing
Tips on Effective Email WritingTips on Effective Email Writing
Tips on Effective Email WritingPOOJA SHARMA
 
5 essential tips for business email etiquette.ppt
5 essential tips for business email etiquette.ppt5 essential tips for business email etiquette.ppt
5 essential tips for business email etiquette.pptSherin Thomas
 
Effective emailing ppt
Effective emailing pptEffective emailing ppt
Effective emailing pptSameer Gupta
 
Writing an official email
Writing an official emailWriting an official email
Writing an official emailJomy Mathew
 
Biggest List of Email Mistakes You Don’t Want to Make
Biggest List of Email Mistakes You Don’t Want to MakeBiggest List of Email Mistakes You Don’t Want to Make
Biggest List of Email Mistakes You Don’t Want to MakePallav Kaushish
 

La actualidad más candente (20)

Email etiquette- The sweetest way to learn!
Email etiquette- The sweetest way to learn!Email etiquette- The sweetest way to learn!
Email etiquette- The sweetest way to learn!
 
Email Writing Skills
Email Writing SkillsEmail Writing Skills
Email Writing Skills
 
Business writing~ email etiquette's
Business writing~ email etiquette'sBusiness writing~ email etiquette's
Business writing~ email etiquette's
 
Email Etiquette
Email Etiquette Email Etiquette
Email Etiquette
 
Email Etiquette
Email EtiquetteEmail Etiquette
Email Etiquette
 
Emailing Insight : An essential element for career
Emailing Insight : An essential element for careerEmailing Insight : An essential element for career
Emailing Insight : An essential element for career
 
Effective E Mail Communication
Effective E Mail CommunicationEffective E Mail Communication
Effective E Mail Communication
 
Writing Effective Business EMails!
Writing Effective Business EMails!Writing Effective Business EMails!
Writing Effective Business EMails!
 
Email Etiquette
Email EtiquetteEmail Etiquette
Email Etiquette
 
Presentation on "Email writing skills"
Presentation on "Email writing skills"Presentation on "Email writing skills"
Presentation on "Email writing skills"
 
Effective Email communication for Business
Effective Email communication for BusinessEffective Email communication for Business
Effective Email communication for Business
 
Presentation on Email Etiquette
Presentation on Email Etiquette Presentation on Email Etiquette
Presentation on Email Etiquette
 
Email etiquette
Email etiquette Email etiquette
Email etiquette
 
Business Email Etiquette
Business Email EtiquetteBusiness Email Etiquette
Business Email Etiquette
 
Tips on Effective Email Writing
Tips on Effective Email WritingTips on Effective Email Writing
Tips on Effective Email Writing
 
5 essential tips for business email etiquette.ppt
5 essential tips for business email etiquette.ppt5 essential tips for business email etiquette.ppt
5 essential tips for business email etiquette.ppt
 
Effective emailing ppt
Effective emailing pptEffective emailing ppt
Effective emailing ppt
 
Writing an official email
Writing an official emailWriting an official email
Writing an official email
 
Writing Good Emails
Writing Good EmailsWriting Good Emails
Writing Good Emails
 
Biggest List of Email Mistakes You Don’t Want to Make
Biggest List of Email Mistakes You Don’t Want to MakeBiggest List of Email Mistakes You Don’t Want to Make
Biggest List of Email Mistakes You Don’t Want to Make
 

Destacado

Effective email communication
Effective email communicationEffective email communication
Effective email communicationZeeshan Ahmad
 
Effective communication via email
Effective communication via emailEffective communication via email
Effective communication via emailMarianna Semenova
 
E mail communication
E mail communicationE mail communication
E mail communicationSans4jai
 
8 tips for effective email communication
8 tips for effective email communication8 tips for effective email communication
8 tips for effective email communicationENG .SALEM BILAL
 
How to Respond to Buyer Inquiries Alibaba
How to Respond to Buyer Inquiries Alibaba How to Respond to Buyer Inquiries Alibaba
How to Respond to Buyer Inquiries Alibaba Cristiano Ribeiro
 
Vocabulary 2. health and lifestyles.
Vocabulary 2. health and lifestyles.Vocabulary 2. health and lifestyles.
Vocabulary 2. health and lifestyles.Maggie
 
Reply via-email service: hidden traps
Reply via-email service: hidden trapsReply via-email service: hidden traps
Reply via-email service: hidden trapsmegakott
 
Email reply lycee tahiti
Email reply lycee tahitiEmail reply lycee tahiti
Email reply lycee tahitiMmeRenard
 
Reply All: Responsive Emails
Reply All: Responsive EmailsReply All: Responsive Emails
Reply All: Responsive EmailsAndrew Parroccini
 
English vocabulary: Education and career.
English vocabulary: Education and career.English vocabulary: Education and career.
English vocabulary: Education and career.Maggie
 
Email communication 1 aug
Email communication 1 augEmail communication 1 aug
Email communication 1 augAmit Agarwal
 
Successful email phrases, by Helena Tomé
Successful email phrases, by Helena ToméSuccessful email phrases, by Helena Tomé
Successful email phrases, by Helena ToméHelena M. Tomé
 
Managing Emails using MS Office Outlook
Managing Emails using MS Office Outlook Managing Emails using MS Office Outlook
Managing Emails using MS Office Outlook Jaiveer Singh
 
Berlitz Tip - Negotiations in English
Berlitz Tip - Negotiations in EnglishBerlitz Tip - Negotiations in English
Berlitz Tip - Negotiations in EnglishBerlitz Corporation
 

Destacado (20)

Effective email communication
Effective email communicationEffective email communication
Effective email communication
 
Effective communication via email
Effective communication via emailEffective communication via email
Effective communication via email
 
E mail communication
E mail communicationE mail communication
E mail communication
 
8 tips for effective email communication
8 tips for effective email communication8 tips for effective email communication
8 tips for effective email communication
 
Email Etiquette
Email EtiquetteEmail Etiquette
Email Etiquette
 
How to Respond to Buyer Inquiries Alibaba
How to Respond to Buyer Inquiries Alibaba How to Respond to Buyer Inquiries Alibaba
How to Respond to Buyer Inquiries Alibaba
 
Vocabulary 2. health and lifestyles.
Vocabulary 2. health and lifestyles.Vocabulary 2. health and lifestyles.
Vocabulary 2. health and lifestyles.
 
Reply via-email service: hidden traps
Reply via-email service: hidden trapsReply via-email service: hidden traps
Reply via-email service: hidden traps
 
Email reply lycee tahiti
Email reply lycee tahitiEmail reply lycee tahiti
Email reply lycee tahiti
 
Reply All: Responsive Emails
Reply All: Responsive EmailsReply All: Responsive Emails
Reply All: Responsive Emails
 
Email Template Systems
Email Template SystemsEmail Template Systems
Email Template Systems
 
English vocabulary: Education and career.
English vocabulary: Education and career.English vocabulary: Education and career.
English vocabulary: Education and career.
 
Email communication 1 aug
Email communication 1 augEmail communication 1 aug
Email communication 1 aug
 
Art of language learning abroad
Art of language learning abroadArt of language learning abroad
Art of language learning abroad
 
Conference Calls in English
Conference Calls in EnglishConference Calls in English
Conference Calls in English
 
Successful email phrases, by Helena Tomé
Successful email phrases, by Helena ToméSuccessful email phrases, by Helena Tomé
Successful email phrases, by Helena Tomé
 
Managing Emails using MS Office Outlook
Managing Emails using MS Office Outlook Managing Emails using MS Office Outlook
Managing Emails using MS Office Outlook
 
Berlitz Tip - Negotiations in English
Berlitz Tip - Negotiations in EnglishBerlitz Tip - Negotiations in English
Berlitz Tip - Negotiations in English
 
Speaking Time
Speaking TimeSpeaking Time
Speaking Time
 
500 real-english-phrases
500 real-english-phrases500 real-english-phrases
500 real-english-phrases
 

Similar a Effective Email communication

Top 8 tips to write a business email
Top 8 tips to write a business emailTop 8 tips to write a business email
Top 8 tips to write a business emailMyAssignmenthelp.com
 
Email Etiquette's for Professional & business profiles
Email Etiquette's for Professional & business profilesEmail Etiquette's for Professional & business profiles
Email Etiquette's for Professional & business profilesHR ULTIMEZ TECHNOLOGY
 
Business letters in english
Business letters in englishBusiness letters in english
Business letters in englishquocvuongtran
 
Business letters in english
Business letters in englishBusiness letters in english
Business letters in englishquocvuongtran
 
E Mail Communication
E Mail CommunicationE Mail Communication
E Mail Communicationschwedelh
 
emailwritingskills-converted.pptx
emailwritingskills-converted.pptxemailwritingskills-converted.pptx
emailwritingskills-converted.pptxSarabSwadiYousef
 
Ssw Presents Email Etiquette
Ssw Presents Email EtiquetteSsw Presents Email Etiquette
Ssw Presents Email EtiquetteSoft Skills World
 
Writing Better Emails.pptx
Writing Better Emails.pptxWriting Better Emails.pptx
Writing Better Emails.pptxRobbia Rana
 
Email etiquettes BY_College of digital marketing (Sakshi Mehra)
Email etiquettes BY_College of digital marketing (Sakshi Mehra)Email etiquettes BY_College of digital marketing (Sakshi Mehra)
Email etiquettes BY_College of digital marketing (Sakshi Mehra)Cnpl Cdm India
 
Effective email communication
Effective email communicationEffective email communication
Effective email communicationKaren Eckberg
 
effective email,memorandum and messages
effective email,memorandum and messageseffective email,memorandum and messages
effective email,memorandum and messagesNar Ske
 
Presentation3.pptx
Presentation3.pptxPresentation3.pptx
Presentation3.pptxShakarHK
 
Email Etiquette
Email EtiquetteEmail Etiquette
Email Etiquettemoodledevs
 
Email etiquette,business communication etiquette
Email etiquette,business communication etiquette Email etiquette,business communication etiquette
Email etiquette,business communication etiquette munkesh9
 

Similar a Effective Email communication (20)

Buswritingppt
BuswritingpptBuswritingppt
Buswritingppt
 
Top 8 tips to write a business email
Top 8 tips to write a business emailTop 8 tips to write a business email
Top 8 tips to write a business email
 
Email Etiquette's for Professional & business profiles
Email Etiquette's for Professional & business profilesEmail Etiquette's for Professional & business profiles
Email Etiquette's for Professional & business profiles
 
Business letters in english
Business letters in englishBusiness letters in english
Business letters in english
 
Business letters in english
Business letters in englishBusiness letters in english
Business letters in english
 
How to write an email that gets results
How to write an email that gets resultsHow to write an email that gets results
How to write an email that gets results
 
E Mail Communication
E Mail CommunicationE Mail Communication
E Mail Communication
 
emailwritingskills-converted.pptx
emailwritingskills-converted.pptxemailwritingskills-converted.pptx
emailwritingskills-converted.pptx
 
Ssw Presents Email Etiquette
Ssw Presents Email EtiquetteSsw Presents Email Etiquette
Ssw Presents Email Etiquette
 
Writing Better Emails
Writing Better EmailsWriting Better Emails
Writing Better Emails
 
Email Etiquette
Email EtiquetteEmail Etiquette
Email Etiquette
 
Writing Better Emails.pptx
Writing Better Emails.pptxWriting Better Emails.pptx
Writing Better Emails.pptx
 
Email etiquettes BY_College of digital marketing (Sakshi Mehra)
Email etiquettes BY_College of digital marketing (Sakshi Mehra)Email etiquettes BY_College of digital marketing (Sakshi Mehra)
Email etiquettes BY_College of digital marketing (Sakshi Mehra)
 
Effective email communication
Effective email communicationEffective email communication
Effective email communication
 
effective email,memorandum and messages
effective email,memorandum and messageseffective email,memorandum and messages
effective email,memorandum and messages
 
Outlook
OutlookOutlook
Outlook
 
Presentation3.pptx
Presentation3.pptxPresentation3.pptx
Presentation3.pptx
 
Email Etiquette
Email EtiquetteEmail Etiquette
Email Etiquette
 
Email Etiquette
Email EtiquetteEmail Etiquette
Email Etiquette
 
Email etiquette,business communication etiquette
Email etiquette,business communication etiquette Email etiquette,business communication etiquette
Email etiquette,business communication etiquette
 

Más de Chetana Mehta

Customer Orientation
Customer OrientationCustomer Orientation
Customer OrientationChetana Mehta
 
Writing Technical Documents
Writing Technical DocumentsWriting Technical Documents
Writing Technical DocumentsChetana Mehta
 
Conference Calls Participation
Conference Calls ParticipationConference Calls Participation
Conference Calls ParticipationChetana Mehta
 
Stepping into Professional World
Stepping into Professional WorldStepping into Professional World
Stepping into Professional WorldChetana Mehta
 
Graduate Employability
Graduate EmployabilityGraduate Employability
Graduate EmployabilityChetana Mehta
 
Team Building in Start-up Environment
Team Building in Start-up EnvironmentTeam Building in Start-up Environment
Team Building in Start-up EnvironmentChetana Mehta
 
Soft Skill Training Preview
Soft Skill Training PreviewSoft Skill Training Preview
Soft Skill Training PreviewChetana Mehta
 

Más de Chetana Mehta (10)

Customer Orientation
Customer OrientationCustomer Orientation
Customer Orientation
 
Time Management
Time ManagementTime Management
Time Management
 
Writing Technical Documents
Writing Technical DocumentsWriting Technical Documents
Writing Technical Documents
 
Personality Types
Personality TypesPersonality Types
Personality Types
 
Conference Calls Participation
Conference Calls ParticipationConference Calls Participation
Conference Calls Participation
 
People Management
People ManagementPeople Management
People Management
 
Stepping into Professional World
Stepping into Professional WorldStepping into Professional World
Stepping into Professional World
 
Graduate Employability
Graduate EmployabilityGraduate Employability
Graduate Employability
 
Team Building in Start-up Environment
Team Building in Start-up EnvironmentTeam Building in Start-up Environment
Team Building in Start-up Environment
 
Soft Skill Training Preview
Soft Skill Training PreviewSoft Skill Training Preview
Soft Skill Training Preview
 

Último

Making and Justifying Mathematical Decisions.pdf
Making and Justifying Mathematical Decisions.pdfMaking and Justifying Mathematical Decisions.pdf
Making and Justifying Mathematical Decisions.pdfChris Hunter
 
Holdier Curriculum Vitae (April 2024).pdf
Holdier Curriculum Vitae (April 2024).pdfHoldier Curriculum Vitae (April 2024).pdf
Holdier Curriculum Vitae (April 2024).pdfagholdier
 
SOCIAL AND HISTORICAL CONTEXT - LFTVD.pptx
SOCIAL AND HISTORICAL CONTEXT - LFTVD.pptxSOCIAL AND HISTORICAL CONTEXT - LFTVD.pptx
SOCIAL AND HISTORICAL CONTEXT - LFTVD.pptxiammrhaywood
 
ICT Role in 21st Century Education & its Challenges.pptx
ICT Role in 21st Century Education & its Challenges.pptxICT Role in 21st Century Education & its Challenges.pptx
ICT Role in 21st Century Education & its Challenges.pptxAreebaZafar22
 
Nutritional Needs Presentation - HLTH 104
Nutritional Needs Presentation - HLTH 104Nutritional Needs Presentation - HLTH 104
Nutritional Needs Presentation - HLTH 104misteraugie
 
Gardella_Mateo_IntellectualProperty.pdf.
Gardella_Mateo_IntellectualProperty.pdf.Gardella_Mateo_IntellectualProperty.pdf.
Gardella_Mateo_IntellectualProperty.pdf.MateoGardella
 
Measures of Central Tendency: Mean, Median and Mode
Measures of Central Tendency: Mean, Median and ModeMeasures of Central Tendency: Mean, Median and Mode
Measures of Central Tendency: Mean, Median and ModeThiyagu K
 
Paris 2024 Olympic Geographies - an activity
Paris 2024 Olympic Geographies - an activityParis 2024 Olympic Geographies - an activity
Paris 2024 Olympic Geographies - an activityGeoBlogs
 
Presentation by Andreas Schleicher Tackling the School Absenteeism Crisis 30 ...
Presentation by Andreas Schleicher Tackling the School Absenteeism Crisis 30 ...Presentation by Andreas Schleicher Tackling the School Absenteeism Crisis 30 ...
Presentation by Andreas Schleicher Tackling the School Absenteeism Crisis 30 ...EduSkills OECD
 
Ecological Succession. ( ECOSYSTEM, B. Pharmacy, 1st Year, Sem-II, Environmen...
Ecological Succession. ( ECOSYSTEM, B. Pharmacy, 1st Year, Sem-II, Environmen...Ecological Succession. ( ECOSYSTEM, B. Pharmacy, 1st Year, Sem-II, Environmen...
Ecological Succession. ( ECOSYSTEM, B. Pharmacy, 1st Year, Sem-II, Environmen...Shubhangi Sonawane
 
Introduction to Nonprofit Accounting: The Basics
Introduction to Nonprofit Accounting: The BasicsIntroduction to Nonprofit Accounting: The Basics
Introduction to Nonprofit Accounting: The BasicsTechSoup
 
microwave assisted reaction. General introduction
microwave assisted reaction. General introductionmicrowave assisted reaction. General introduction
microwave assisted reaction. General introductionMaksud Ahmed
 
Unit-IV; Professional Sales Representative (PSR).pptx
Unit-IV; Professional Sales Representative (PSR).pptxUnit-IV; Professional Sales Representative (PSR).pptx
Unit-IV; Professional Sales Representative (PSR).pptxVishalSingh1417
 
Sports & Fitness Value Added Course FY..
Sports & Fitness Value Added Course FY..Sports & Fitness Value Added Course FY..
Sports & Fitness Value Added Course FY..Disha Kariya
 
psychiatric nursing HISTORY COLLECTION .docx
psychiatric  nursing HISTORY  COLLECTION  .docxpsychiatric  nursing HISTORY  COLLECTION  .docx
psychiatric nursing HISTORY COLLECTION .docxPoojaSen20
 
Grant Readiness 101 TechSoup and Remy Consulting
Grant Readiness 101 TechSoup and Remy ConsultingGrant Readiness 101 TechSoup and Remy Consulting
Grant Readiness 101 TechSoup and Remy ConsultingTechSoup
 
1029 - Danh muc Sach Giao Khoa 10 . pdf
1029 -  Danh muc Sach Giao Khoa 10 . pdf1029 -  Danh muc Sach Giao Khoa 10 . pdf
1029 - Danh muc Sach Giao Khoa 10 . pdfQucHHunhnh
 
Basic Civil Engineering first year Notes- Chapter 4 Building.pptx
Basic Civil Engineering first year Notes- Chapter 4 Building.pptxBasic Civil Engineering first year Notes- Chapter 4 Building.pptx
Basic Civil Engineering first year Notes- Chapter 4 Building.pptxDenish Jangid
 

Último (20)

Making and Justifying Mathematical Decisions.pdf
Making and Justifying Mathematical Decisions.pdfMaking and Justifying Mathematical Decisions.pdf
Making and Justifying Mathematical Decisions.pdf
 
Holdier Curriculum Vitae (April 2024).pdf
Holdier Curriculum Vitae (April 2024).pdfHoldier Curriculum Vitae (April 2024).pdf
Holdier Curriculum Vitae (April 2024).pdf
 
SOCIAL AND HISTORICAL CONTEXT - LFTVD.pptx
SOCIAL AND HISTORICAL CONTEXT - LFTVD.pptxSOCIAL AND HISTORICAL CONTEXT - LFTVD.pptx
SOCIAL AND HISTORICAL CONTEXT - LFTVD.pptx
 
ICT Role in 21st Century Education & its Challenges.pptx
ICT Role in 21st Century Education & its Challenges.pptxICT Role in 21st Century Education & its Challenges.pptx
ICT Role in 21st Century Education & its Challenges.pptx
 
Nutritional Needs Presentation - HLTH 104
Nutritional Needs Presentation - HLTH 104Nutritional Needs Presentation - HLTH 104
Nutritional Needs Presentation - HLTH 104
 
Gardella_Mateo_IntellectualProperty.pdf.
Gardella_Mateo_IntellectualProperty.pdf.Gardella_Mateo_IntellectualProperty.pdf.
Gardella_Mateo_IntellectualProperty.pdf.
 
Measures of Central Tendency: Mean, Median and Mode
Measures of Central Tendency: Mean, Median and ModeMeasures of Central Tendency: Mean, Median and Mode
Measures of Central Tendency: Mean, Median and Mode
 
Paris 2024 Olympic Geographies - an activity
Paris 2024 Olympic Geographies - an activityParis 2024 Olympic Geographies - an activity
Paris 2024 Olympic Geographies - an activity
 
Presentation by Andreas Schleicher Tackling the School Absenteeism Crisis 30 ...
Presentation by Andreas Schleicher Tackling the School Absenteeism Crisis 30 ...Presentation by Andreas Schleicher Tackling the School Absenteeism Crisis 30 ...
Presentation by Andreas Schleicher Tackling the School Absenteeism Crisis 30 ...
 
Ecological Succession. ( ECOSYSTEM, B. Pharmacy, 1st Year, Sem-II, Environmen...
Ecological Succession. ( ECOSYSTEM, B. Pharmacy, 1st Year, Sem-II, Environmen...Ecological Succession. ( ECOSYSTEM, B. Pharmacy, 1st Year, Sem-II, Environmen...
Ecological Succession. ( ECOSYSTEM, B. Pharmacy, 1st Year, Sem-II, Environmen...
 
Introduction to Nonprofit Accounting: The Basics
Introduction to Nonprofit Accounting: The BasicsIntroduction to Nonprofit Accounting: The Basics
Introduction to Nonprofit Accounting: The Basics
 
Código Creativo y Arte de Software | Unidad 1
Código Creativo y Arte de Software | Unidad 1Código Creativo y Arte de Software | Unidad 1
Código Creativo y Arte de Software | Unidad 1
 
microwave assisted reaction. General introduction
microwave assisted reaction. General introductionmicrowave assisted reaction. General introduction
microwave assisted reaction. General introduction
 
Unit-IV; Professional Sales Representative (PSR).pptx
Unit-IV; Professional Sales Representative (PSR).pptxUnit-IV; Professional Sales Representative (PSR).pptx
Unit-IV; Professional Sales Representative (PSR).pptx
 
Sports & Fitness Value Added Course FY..
Sports & Fitness Value Added Course FY..Sports & Fitness Value Added Course FY..
Sports & Fitness Value Added Course FY..
 
psychiatric nursing HISTORY COLLECTION .docx
psychiatric  nursing HISTORY  COLLECTION  .docxpsychiatric  nursing HISTORY  COLLECTION  .docx
psychiatric nursing HISTORY COLLECTION .docx
 
Grant Readiness 101 TechSoup and Remy Consulting
Grant Readiness 101 TechSoup and Remy ConsultingGrant Readiness 101 TechSoup and Remy Consulting
Grant Readiness 101 TechSoup and Remy Consulting
 
Mehran University Newsletter Vol-X, Issue-I, 2024
Mehran University Newsletter Vol-X, Issue-I, 2024Mehran University Newsletter Vol-X, Issue-I, 2024
Mehran University Newsletter Vol-X, Issue-I, 2024
 
1029 - Danh muc Sach Giao Khoa 10 . pdf
1029 -  Danh muc Sach Giao Khoa 10 . pdf1029 -  Danh muc Sach Giao Khoa 10 . pdf
1029 - Danh muc Sach Giao Khoa 10 . pdf
 
Basic Civil Engineering first year Notes- Chapter 4 Building.pptx
Basic Civil Engineering first year Notes- Chapter 4 Building.pptxBasic Civil Engineering first year Notes- Chapter 4 Building.pptx
Basic Civil Engineering first year Notes- Chapter 4 Building.pptx
 

Effective Email communication

  • 2. Importance of Effective Email Communication  List down two or three points why it is important to have effective email communication: 1. 2. 3. 2
  • 3. Importance of Effective Email Communication Any questions about the importance?  It is a way of life! 3
  • 4. Before writing the email  Make a plan  Think about the purpose of the email  Think about the person who will read the email and how you want him or her to respond/react  Make an outline or list of the main points and details you want to include in the email  Double check any facts, dates, times, or other specific details that will be included in the email 4
  • 5. The recipient and your relationship  Whom are you writing to and what is your relationship with the person? If the person you are writing to is in a higher position than you, your email should use more formal language than if the person is someone in the same level / position as you.  If you have never met the person receiving your email before, you should use formal language in the first email to him or her.  Once you have sent the first email and received a reply, you can choose to continue using formal language or choose to use less formal language in future emails.  5
  • 6. What is the situation?  Think about the reason you are sending the email and decide if formal or informal language is better. If you are requesting a service or asking for a favor, you should use formal language.  If you are making a complaint, you must carefully choose the words to express your dissatisfaction or problem but you must be polite.  If you are introducing yourself, you should use formal language but you can use words or phrases that let your personality show through as well.  If you are writing a customer relation letter, you should use formal language. 6 
  • 7. What do you want to accomplish?  Think about the reason for writing the email and what you want the person who receives the email to do with it.  If you want the receiver to do something for you, make it clear. Tell the receiver exactly what action you want done.  If the mail is for recipient's information only and no action needs to be taken, clearly mention that.  If you want the receiver to respond by a certain date, write the response date.  If you are negotiating or rearranging a meeting, write your requirements or available times clearly. 7
  • 8. Important Elements  Subject line  Message body  Address / salutation  Purpose  Details / explanation  Closure  Signature  Attachment (optional) 8
  • 9. Important Elements (contd.)  The Opening  Tells the reader why you are writing the mail  The Focus  Provides details about the topic  The Action  Tells what you want to happen and gives a time frame  The Closing  Includes thanking the if any reader and mention of future actions, 9
  • 10. Subject Line  Make the subject line clear and concise  It is the decision maker about whether to open, forward, file, or trash the message  Clearly summarize the intention  Do not ever send a mail without a subject line  Do not have the subject as “Hi” or “Hello” unless that IS the intention 10
  • 11. Address / Salutation  The first line of your email should be a greeting, followed by an empty line and then your message body.  Salutations are tricky, especially if you are crossing cultures.  If it is the first time you are emailing somebody, be formal in addressing. For ex. ‘Dear Mr./Ms. Xxx:’ or ‘Dear Sir / Madam:’  Do not start the mail with just ‘Hello’ or ‘Hi’. 11
  • 12. Message Body - Purpose  Make the purpose clear in the first line  The objective could be Requesting some info  Sending the status updates  Asking for clarification  Conveying good news  Breaking bad news  Defending your view point  Requesting postponement of deadline  Sending meeting / call minutes  Sending meeting / call agenda   … 12
  • 13. Message Body - Details  Keep the message focused and readable  Put all important details at the top of the email body  Keep the rest of the email short  Use short paragraphs; consider breaking up paragraphs to only a few sentences a piece.  Don't bury a key piece of information in a large paragraph  Keep sentences short  Try to fit the complete message on one screen  Provide blank lines between paragraphs  Use a bullet list when listing out items 13
  • 14. Message Body – Details (contd.)  Get right to the point  Don’t use unnecessary words and phrases that distract from the main idea of the email or may confuse the reader  The person reading your email is always pressed for time so you must make it as direct as possible.  Make the reason for writing the email clear at the beginning and only add details that are directly related to the topic of the email. 14
  • 15. Message Body – Details (contd.)  Use simple sentences  Avoiding difficult or complex sentence structures. This helps you avoid grammatical mistakes.  Simple sentences will make the email easier for your reader to understand, especially if the person reading the email is not a native English speaker. 15
  • 16. Message Body – Details (contd.)  Pay attention to word choice  Remember that writing is a form of indirect communication.  Unlike having a conversation with someone, you do not have a chance to clarify yourself by restating your ideas or to use nonverbal cues to make your meaning clear.  You have to make sure your reader understands what you want to say and gets the right “message” the first time.  Choose words such that there is no ambiguity in the meaning. 16
  • 17. Message Body – Details (contd.)  Pay attention to word choice  Think about how the email might be perceived by the reader. Are there any words or phrases that may make the tone seem angry, flippant, or disrespectful?  Avoid trying to make a joke or say something funny in an email. Sometimes what you think is funny might be misunderstood by the reader and create a bad relationship. 17
  • 18. Message Body - Closure  The final sentence  Either provide something concrete to reply to or make it clear that a reply is not necessary.  Ex.: "Please let me know what appointment times work best for you." or "I look forward to seeing you tomorrow at 1pm in my office." 18
  • 19. Message Body – Additional Points  Do not use –  Smilies Ex. :-), :-( etc.  Abbreviations  Ex. IIRC for "if I recall correctly", BTW for “by the way” etc.  Non-standard punctuation and spellings  Ex. gimme (give me), tht (that), dificlt (difficult), vil (will), etc.  All-caps means shouting  Use active instead of passive voice  Ex. 'We will take care of your request today', v/s 'Your request will be taken care of today'. 19
  • 20. Signature  Make sure to use  ‘With best regards’ or  ‘With regards’ or  ‘Thank you and regards’ …  Do not forget to write your name and contact details, company name etc. 20
  • 21. Attachments  Most common mistakes  Mail goes, attachment follows in next mail!  Incorrect version is attached!  When sending attachments, make it a habit to first attach the file then compose the mail. 21
  • 22. Proof-reading  Poor spelling and grammar show a lack of attention to details and sends wrong message about the quality standards.  Read your mails before hitting ‘Send’ button.  Set the spell-check option on in your mail client. 22
  • 23. To:, CC:, and BCC:  Usually it is implied that if you have included someone in the "To:" field, then s/he is an intended recipient and should reply if required.  If someone is in the "Cc:" field, then the email is merely an FYI for him/her, and s/he is not expected to reply.  Make sure you copy the mail to your manager (and recipient's manager) in all official communication. 23
  • 24. Summary – Do’s  Write an informative subject line.  Be courteous.  Put the key point of your message up front.  Be brief.  Make it easy for the reader to reply yes or no or give a short answer.  End well with an appropriate next step.  Check before pressing 'send' – Proof-read.  Respond promptly. 24
  • 25. Summary – Don’ts  Don't leave the Subject Line blank.  Don't use all capital letters.  Don't use emoticons or abbreviations.  Don't send without checking for mistakes.  Don’t assume that people have time to read your entire message.  Don’t think that an e-mail is good for everything.  Don’t write an e-mail when you are rushed. 25