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: (name@mail.com)

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