drafting emails
TRANSCRIPT
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Institute of Management Studies
Drafting E-mails
-Business Communication-
Institute of Management Studies
Drafting E-mails
-Business Communication-
Ms.AyushiVyas (Faculty-Business Communication)
Sanjay SinghVicky PathakGirish KukrejaJoydeep Kujur
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“Basic E-mail Etiquettes”
1. Clear Subject Line.2. Easy to categorize.3. Keep content of message
relevant.4. Remember to change the
subject line when changing the topic.
5. Do a self review and if possible, get it reviewed by peers.
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Basic E-mail Etiquettes contd.
6.Check whether message needs to be replied to all.
7.Misaddressed recipients e.g. [email protected] , [email protected]
8.Generally accepted e-mail jargons 1- fyi – for your information 2- fyia - for your information and action
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Agenda1. Addressing2. Subject Line3. Message Text4. Signature Line5. Attachments6. Style7. Managing Email
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Addressing• Limit to who really needs to know.• Make it clear in text who has
action and who is info addressee. • Use BCC to protect Email
addresses unless everyone knows each other.
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Addressing (contd.)• Use address book with mail groups
& validate often.– Use auto fill as many addresses can
be similar– A template message can be saved as
drafts which is used often for different recipients e.g. Birthday Wishes.It can be edited as per the requirement.
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Addressing (contd.)• Informal Communication before
Formal Communication.• Fill in addresses last to avoid
sending an incomplete Email by mistake.
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Subject Line• Headline (think newspaper).• Make it easy for recipients to
triage your Email and find it later.• Don’t “Reply All” to a message to
grab addressees without changing subject.
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Message Text• Keep the message focused and
readable.• Keep it short.• Use short, respectable ,positive
sentences in active voice.
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Message Text (contd.)• Identify yourself clearly to cold
contacts.– Hello, I am…The reason I am
writing…– Hello, so-in-so suggested I contact
you…• Write in standard professional
English with correct spelling.
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Attachments• Use sparingly.• Cut and paste relevant parts of
attachment into text of Email.• Check attachment before clicking on
‘Send’
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Signature Line• Include (if you want people to contact
you)– Your name– Designation– Team Name– Organization– Email address – Phones/Extension– Location
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Signature Line (contd.)• Keep only relavent details like ,
mailid, designation,team and location.
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Style• Threads
– Multiple replies can get out of hand, but continue them to maintain the tread.
– When they start to drift start a new thread with explanation.
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Style (contd.)• Forwarding stuff, e.g., chain letters
– Avoid; annoys most people.– Use BCC to hide your address list.
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Managing Email• Organize Email into folders. E.g.
Friends, Family, Office , HR , Operations etc.
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Managing Email (contd.)
• Deleting / Archiving Inbox Messages
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Managing Email (contd.)
• Use “out of office” agent when away.
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Example
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T.H.A.N.K. Y.O.U
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Questions and Comments?