professional mail ppt

7/30/2019 Professional Mail Ppt

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Professional MailBy Shilpa kamesh


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Copyright 2013 by Arthur Fricke

Professional Emails

Tips for professional workplace emails

Advice for effective mails

This slideshow will help you if:

You dont have experience writing or dealing with lots ofemail correspondence in a professional job

You could use some tips for how to use email for an

effective resume cover letter


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Why Is Email Etiquette Important?

We all interact with the printed word as though it has a personalityand that personality makes positive and negative impressions uponus.

Without immediate feedback your document can easily be

misinterpreted by your reader, so it is crucial that you follow thebasic rules of etiquette to construct an appropriate tone.


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Use a PROFESSIONAL address

NOT good:

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

Better:

[email protected]@yahoo.com

[email protected]

MUCH better:

[email protected]*

*show your institutionalaffiliation if it is impressive orinformative for your audience



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NEED OF E-MAIL ETIQUETTES Professionalism: by using proper email language your

company will convey a professional image.

Efficiency: emails that get to the point are much moreeffective than poorly worded emails.

Protection from liability: employee awareness ofemail risks will protect your company from costly law

suits.


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What are the etiquette rules?There are many etiquette guides and many differentetiquette rules. Some rules will differ according to the

nature of your business and the corporate culture.Below is list what is consider as the 32 mostimportant email etiquette rules that apply to nearlyall companies.


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E-Mail Etiquette Tips: BeConcise and to the point.

Answer all Questions.

Use proper spelling, grammar & punctuation.

Make it personal.

Use templates for frequently used responses.

Answer swiftly.

Do not attach unnecessary files.


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Use proper structure & layout.

Do not overuse the high priority option.

Do not write in CAPITALS.

Do not leave out the message thread.

Add disclaimers to your emails. Read the email before sending it.

Do not overuse Reply to All.

Mailings > use the bcc: field or do a mail merge.

Take care with abbreviations and emotions.


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Be careful with formatting.

Take care with rich text and HTML messages.

Do not forward chain letters.

Do not request delivery and read receipts.

Do not ask to recall a message.

Do not copy a message or attachment without permission.

Do not use email to discuss confidential information. Use a meaningful subject.


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Use active instead of passive.

Avoid using URGENT and IMPORTANT.

Avoid long sentences.

Do not send or forward emails containing libelous,defamatory, offensive, racist or obscene remarks.

Do not forward virus hoaxes and chain letters.

Keep your language gender neutral.

Do not reply to Spam.

Use cc: field sparingly.


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Be concise and to the point: Do not make an e-mail longerthan it needs to be.

Answer all questions: An email reply must answer allquestions, which will not only save yours and you customerstime but also your customer will be impressed with yourefficient service.

Use proper spelling, grammar & punctuation: Improperspelling, grammar and punctuation give a bad impression ofyour company, it is also important for conveying the message

properly. Make it personal: Not only should the e-mail be personallyaddressed, it should also include personal i.e. customizedcontent.


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Use templates for frequently used responses: Some questionsyou get over and over again, Save these texts as responsetemplates and paste these into your message when you needthem.

Answer swiftly: Each business e-mail should be replied towithin at least 24 hours, and preferably within the sameworking day.

Do not attach unnecessary files: Wherever possible try tocompress attachments and only send attachments when they

are productive. Use proper structure & layout: Use short paragraphs and blanklines between each paragraph. When making points, numberthem or mark each point as separate to keep the overview.


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Do not overuse the high priority option: If you overuse thehigh priority option, it will lose its function when you reallyneed it.

Do not write in CAPITALS: This can be highly annoying andmight trigger an unwanted response in the form of a flamemail. Therefore, try not to send any email text in capitals.

Don't leave out the message thread: When you reply to anemail, you must include the original mail in your reply, in other

words click 'Reply', instead of 'New Mail'. Add disclaimers to your emails: It is important to add

disclaimers to your internal and external mails, since this canhelp protect your company from liability.


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Read the email before you send it: It is very important to readthe email before sending as it can prevent it from spelling andgrammatical mistakes and thus, helps you sending a moreeffective message.

Do not overuse Reply to All: Only use Reply to All if you reallyneed your message to be seen by each person who receivedthe original message.

Mailings > use the Bcc: field or do a mail merge: Using Bcc:field or do a mail merge can help a lot to make the mail

personalized. Take care with abbreviations and emotions: In business emails,

try not to use abbreviations such as BTW (by the way) and LOL(laugh out loud). If you are not sure whether your recipientknows what it means, it is better not to use it.


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Be careful with formatting: Remember that when you useformatting in your emails, the sender might not be able toview formatting, or might see different fonts than you hadintended.

Take care with rich text and HTML messages: Be aware thatwhen you send an email in rich text or HTML format, thesender might only be able to receive plain text emails.

Do not forward chain letters: Do not forward chain letters. Allof them are hoaxes. Just delete the letters as soon as you

receive them. Do not request delivery and read receipts: If you want to know

whether an email was received it is better to ask the recipientto let you know if it was received.


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Do not ask to recall a message: It is better just to send anemail to say that you have made a mistake. This will look muchmore honest than trying to recall a message.

Do not copy a message or attachment without permission: Donot copy a message or attachment belonging to another userwithout permission of the originator.

Do not use email to discuss confidential information: Sending

an email is like sending a postcard. If you don't want youremail to be displayed on a bulletin board, don't send it.

Use a meaningful subject: Try to use a subject that ismeaningful to the recipient as well as yourself.


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Use active instead of passive: Try to use the active voice of a verbwherever possible. For instance, 'We will process your order today',sounds better than 'Your order will be processed today'.

Avoid using URGENT and IMPORTANT: Even more so than the high-priority option, you must at all times try to avoid these types ofwords in an email or subject line.

Avoid long sentences: Try to keep your sentences to a maximum of15-20 words. Email is meant to be a quick medium and requires adifferent kind of writing than letters.

Don't send or forward emails containing libelous, defamatory,offensive, racist or obscene remarks: By sending or even justforwarding one libelous, or offensive remark in an email, you andyour company can face court cases resulting in multi-million dollarpenalties.


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Don't forward virus hoaxes and chain letters: If you receive anemail message warning you of a new unstoppable virus thatwill immediately delete everything from your computer, this ismost probably a hoax. Dont forward them.

Keep your language gender neutral: Apart from using he/shein an email, we can also use the neutral gender:

Don't reply to Spam: By replying to Spam or by unsubscribe,you are confirming that your email address is 'live'. Confirmingthis will only generate even more Spam. Therefore, just hit the

delete button or use email software to remove Spamautomatically.

Use cc: field sparingly: Try not to use the cc: field unless therecipient in the cc: field knows why they are receiving a copyof the message.


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How to enforce email etiquette?

Create a written Email Policy: It should include all the do'sand don'ts concerning the use of the company's emailsystem and should be distributed amongst all employees.

Proper Training: Employees must be trained to fullyunderstand the importance of email etiquette.

Implementation of the rules: It can be monitored by usingEmail Management Software and Email Response Tools.


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Use a professional SIGNATURE

Use a feature for adding signature blocks to your outgoingemails automatically. Make sure this signature has your

name, number, and email address for business contacts.

A professional signature contains all of the info on yourbusiness card and NOTHING more. Be conservative.

A practically useful signature helps the audience keep track ofthings for example, emails are often printed and filed ashardcopies.



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Why Do You Need EmailEtiquette?

A company needs to implement etiquette rules for three reasons:


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A company needs to implement etiquette rules for three reasons:

Professionalism

Efficiency

Protection from Liability


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Professionalism Using proper email language will convey a professional image your company.


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Efficiency Emails that get to the point are much more effective than poorly worded

emails.


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Protection from liability Employee awareness of email risks will protect your company from costly law

suits.

If it comes from the company email, it comes

from the company.


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What are the Rules?

There are many etiquette guides and many different etiquette rules.Some rules will differ according to the nature of your business and thecorporate culture.

Following are important email etiquette

rules that apply to nearly all companies.


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Be Concise and to the Point

Do not make an e-mail longer than it needs to be. Remember thatreading an e-mail is harder than reading printed communications,and a long e-mail can be very discouraging to read.

Try to make it 80 words or less; 60 if it is likely to

be forwarded.


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Use Proper Spelling, Grammar,and Punctuation

This is important because improper spelling, grammar andpunctuation give a bad impression of your company.


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I done it write, huh boss?

It is also important for conveying the

message properly. E-mails with no full stops

or commas are difficult to read and cansometimes even change the meaning of the

text.


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It is also important for conveying the message properly. E-mails with nofull stops or commas are difficult to read and can sometimes evenchange the meaning of the text.

And, if your program has a spell checking

option, whynot use it?


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Use Proper Structure and Layout

Since reading from a screen is more difficult than reading from paper,the structure and lay out is very important for e-mail messages.


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Write a salutation for each new subject email.

Try to keep the email brief (one screen length).

Return emails within the same time you would a

phone call.

Check for punctuation, spelling, and grammaticalerrors.

Use a font that has a professional or neutral look.

Good Morning Dave,Dear John, Greetings Earthlings,Hello staff,


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Use short paragraphs and blank lines between each paragraph.

Xxxxxxxxxxx

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx


xxxxxxxxxxxxxxxxxxxxxxxx



xxxxxxxxx



xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx


xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Xxxxxxxxxx

xxxxxxxxx


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When making points, number them or mark each point as separate(bullet) to aid understanding and add emphasis.


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Do Not Write in CAPITALS

IF YOU WRITE IN CAPITALS IT SEEMS

AS IF YOU ARE SHOUTING.

This can be highly annoying and might

trigger an unwanted response in the form of

a flame mail. Therefore, try not to send any

email text in capitals.


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Take Care with Abbreviations andEmoticons.

In business emails, try not to use abbreviations such as BTW (by theway), JK (just kidding) and LOL (laugh out loud). The recipient might notbe aware of the meanings of the abbreviations, and in business emailsthese are generally not appropriate.


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Take Care with Abbreviations andEmoticons.

The same goes for emoticons, such as the smiley :-). If you are not surewhether your recipient knows what it means, it is better not to use it.

:-0 = Oh! Ah! Oh,no! :-) = smile

;-) = wink :-( = frown


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Do Not Use Email to DiscussConfidential Information.

Sending an email is like sending a postcard; anyone can read it. If youdon't want your email to be displayed on a bulletin board, don't sendit.

Some things are better said in person, or not said at all.


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Do Not Use Email to DiscussConfidential Information.

Moreover, never make any libelous, sexist

or racially discriminating comments in

emails, even if they are meant to be a joke.


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Read the Email Before You SendIt

A lot of people don't bother to read an email before they send it out, ascan be seen from the many spelling and grammar mistakes contained inemails.

Reading your email through the eyes of the

recipient will help you send a more effective

message and avoid misunderstandings and

inappropriate comments.


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Flaming

Flaming is a virtual term for venting or sending inflammatory messagesin email.

Avoid flaming because it tends to create a

great deal of conflict that spirals out of control.


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Flaming

Flame fights are the equivalent of food fights and tend to affectobservers in a very negativeway.

What you say cannot be taken back; it is in

black and white.


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Company Liability

Many companies will have email policies that includeall the do's and don'ts concerning the use of thecompany's email system.

Following the etiquette rules and companypolicies will help you keep your job, and reduce

the companys exposure to law suits.

The rules can be monitored by a program

administrator to insure the employees are

following the rules.


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Works Cited

Email Replies. Email Etiquette.Google.com. Email Replies.com CasaGrande, AZ. 20 December, 2007 .

Perdue University Writing Lab. Email Etiquette. Google.com. PerdueOWL. Casa Grande, AZ. 21 December, 2007

.
http://www.emailreplies.com/http://www.emailreplies.com/


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Professional signaturesDO NOT include:

Inspirational quotations (why?)

A life with love will have some thorns, but a life without love willhave no roses.

May the Force be with you.



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Subject lines


Follow subject line directions PRECISELY if you are applying for asolicited job.

Otherwise, have a descriptive subject line that HELPS theaudience to stay organized.

NEVER leave a blank subject line (why?)


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Subject line length

You want the whole subject line to show up in the audiences emailbrowser.

Keep in mind that some people have small screens, get email on netbooksor by phone, etc.

Try to balance being short with still being descriptive and informative. If indoubt, choose descriptive.

RE: Application for Process Engineer, job code #23418

RE: Thanks for the interview on Jan 20

RE: Hoping to talk about possible Senior Analyst opening



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Its electronic MAILSo, give greetings and goodbyes

Emails begin with a salutation:

Dear Dr. Dre,

Dr. Dre,Dear Ms. Gibson,

Dear Human Resources,

Dear Exxon,

Emails end with a signature close:Best wishes,

Thank you,

Sincerely,


Emails are like

electronic LETTERS.You wouldnt send a

business letter without

a polite professional

salutation and

signature close, soDO NOT omit these

things from

professional emails.


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Be PROFESSIONALwith your salutations and closings

Not good salutation and signature close choices (why?):

Hey Party People,

Yo Dudes and Dudettes,

Praise Him,

Fight the Power,

You can never go badly wrong by being TOO bland or formalin a professional email or letter.



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Get the salutation right

If you have never met the person, use Mr. or Ms. or their title(Dr., etc)

Make CERTAIN you get their title rightfor example, dontuse Mr. for a Dr. or J.D., and DO NOT use Mrs. or Miss

ONLY use someones first or first and last name in asalutation (like Dear Art or Dear Art Fricke) if youve

already met or talked with them.

You can never go badly wrong by being too bland or formal

in a professional email salutation.



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Email body

DO NOT use emoticons, graphics, backgrounds, excessivepunctuation, etc.

Remember that professional emails are electronic businessletters, so use the same restraint that you would use in ahardcopy business letter.

No triple exclamation points!!!! No all full caps FORSCREAMING EMPHASIS. no all lower caps. No exclamation

points ending! Every! Sentence!



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Use SHORT paragraphs

Do NOT use long paragraphs. Anything more than six orseven sentences is way too long for an email.

Put CLEAR LINE BREAKS between paragraphs.

Audiences want to SKIM emails. Your job is to help themdo this.

Also, remember that they might view the email in a muchsmaller window than you use to type it. Be considerate.



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Use SIMPLE plain text formatting

Do not use fancy auto format text just because you can. Someaudiences wont have the same fancy email program that you

have.

Auto formatted text often shows up as HTML gobledygook onother peoples email browsers.

You can get the same PRACTICAL results using only the simplesttext formatting, so KEEP THINGS SIMPLE by using only non-HTML formatting.



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Use SIMPLE plain text formatting

Instead of HTML:

bold or italics

bullets

automatic numbering

margins and page breaks

Use PLAIN TEXT:

ALL CAPS

- a simple hyphen

- to begin list items

1. regular typed numbering

a full space break between s (justhit the enter key twice)



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Include aCALL-TO-ACTION

Make the point of the email very explicit. Tell the audienceEXACTLY what you want them to do next.

If the audience has to send you an email asking what theyshould do next, then the email has failed in its purpose andwhatever you need is MUCH MUCH less likely to get done.

Job application email cover letters have very specializedcalls to action.



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Attach files withCLEAR file names

If you need to attach a file (.doc, .pdf, .jpeg, etc) to helpthe reader do something, then use a CLEAR filename thathelps the reader keep track of the file on THEIR computer.

For a job application, DO NOT attach a resume file calledsomething like myresume.pdf or res303.pdf

Call it something like Fricke_Resume.pdf that will helppeople keep track of it.



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My Email Policies: General

I will respond to your email quickly. (I spend quite a bit oftime online and check email frequently.)

Use [email protected] for a quick response.

A respectful and professional email will receive a morefavorable response than an abrupt, carelessly written one.

Ask questions early. I cannot help if I do not know there is aproblem.

If after reading a response from me, you still have questions:ask them.
mailto:[email protected]:[email protected]


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Responding to Grading Questions

I comment on each writing assignment.

Before you ask questions about the points/grade you received,please read the comments carefully.

I expect you to use these comments to improve your future writing

assignments.


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The Elements of Email Etiquette

General format

Writing long messages

Attachments

The curse of surprises

Using a professional tone


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General Format: The Basics

Write a clear subject line (ex.ENGL 3100 MWF 8:30 ) or 9:30)Proposal Question,).

Write a salutation for each email(ex. Dr. Thomas:).

Try to keep the email brief (onescreen length).

Check for punctuation, spelling,and grammatical errors.

Use a font that has a professionalor neutral look.

Include a closing with your name(ex. skiguy01@yahoo does nottell me who you are).

Better yet, use your Wildcat emailaddress.

Use caps when appropriate.

Avoid text-message-type (ex. R U4getting s/thing?).

Format your email for plain text

rather than HTML.


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General Format: Character Spacing

Try to keep your line length at 65 characters or less.

If your message is likely to be forwarded, keep it to 60 characters orless.

Set your email preferences to automatically wrap outgoing plain text

messages.


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General Format: Lists and Bullets

When you are writing directionsor want to emphasize importantpoints, number your directions orbullet your main points.

For example,

1) Place the paper in drawer A.

2) Click the green start button.

Another example,

I have a couple of questions:

How can we improve customersatisfaction?

Will the proposal empoweremployees?


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General Format: Tone

Write in a positive tone

When you complete

grading this assignment.instead ofIf you ever finishgrading

Use smiles, winks ;), andother graphical symbolsonly when appropriate.

Use contractions to add a

friendly tone.

(dont, wont, cant).


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Attachments

When you are sending an attachment tell your recipientwhat the name of the file is, what program it is saved in, andthe version of the program.

Ex. The attached file is in MSWord (.doc or .docx) under thename LabFile.docx

If you use an open source word processor send files as RTFor PDF.


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When Your Message Is Long

Warn the readers that the message is long.

Create a summary or overview of the message.

If you require a specific response from the reader then be

sure to request that response in the first paragraph of youremail (perhaps using a list).

Create headings for each major section (as appropriate).


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Avoid Surprises or Last Minute Requests

Do not wait until the last minute to introduce a problem or concernvia email.

Express questions or concerns when you have them, rather thanaccumulating them.

I am better able to answer your questions if you ask them earlywithin an assignment or the semester. (I am a terrible mind reader.)


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Taking Professors by Surprise

Complaints about grades and projects should generally bediscussed in person.

Express your concerns or questions in a timely manner.

Using a professional tone when voicing concerns aboutgrades or policies will be received more favorably than:Why did I get this grade?????


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Using a Professional Tone

Flaming is a virtual termfor venting or sendinginflammatory messages inemail.

Avoid flaming because ittends to create a greatdeal of conflict thatspirals out of control.

Flame fights are theequivalent of food fightsand tend to affect observersin a very negative way.

What you say cannot betaken back; it is in black andwhite.


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Keep Flaming under Control

Before you send an emailmessage, ask yourself,would I say this to thispersons face?

Calm down beforeresponding to a messagethat offends you. Once yousend the message it is gone.

Read your message twicebefore you send it andassume that you may bemisinterpreted when

proofreading.


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Responding to a Flame

Empathize with the sendersfrustration and tell themthey are right if that is true

If you feel you are right,thank them for bringing thematter to your attention

Explain what led to theproblem in question

Avoid getting bogged downby details and minorarguments

If you are aware that thesituation is in the process ofbeing resolved let thereader know at the top ofthe response

Apologize if necessary


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When Email Wont Work

There are times when youneed to take your discussion

out of the virtual world andspeak to the recipient inperson.


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Agenda

When to use email

Effective Subject Lines

Email Content and StyleFormat

Signatures

Professionalism


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When to use email

If the communication will require a lot ofback-and-forth discussion or if the subject isdelicate or sensitive you should call or speak

with the person directly


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When to use email

If a discussion is becoming emotionallycharged, stop exchanging emails.

Speak to the person directly to clear up anymisunderstandings.


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When to use email

Christian Science Monitor, May 15, 2006


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Effective subject lines

Clarity

Descriptive

Critical information


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Ineffective subject lines

Subject: Date:

Hi 9:17 am

questions 10:11 am

Meeting 12:44 pm

One more thing........... 3:02 pm

Some thoughts 4:21pm


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Subject: Date:

Party planning meeting rescheduled for 3pm 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

Questions about Sociology 210 project 3:02 pm

Congratulations to Jennifer for winning Nobel Prize 4:21pm


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Subject: Date:

Re: Question about Smith paper (was: please help

with this!) 10:11 am

Change subject lines

when necessary


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Subject: Date:

Re: Re: Re: [Fwd: [Fwd: [hrfac] Reminder: Deadline

for Spring Semester Is Jan. 15]] 9:17 am

Remove extra email

prefixes


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Subject: Date:

Thanks for the help today! 9:17 am

Got your message 10:11 am

Todays group meeting canceled 12:44 pm

Before you start writing, ask yourself..


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Email Content

Is this truly the correct person tocontact? What is my goal?

Should this conversation be heldin person or over the phone?


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Email Content

Use a polite and respectful greeting andclosing

Professor Anderson,.Respectfully,....

Sincerely,..


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Email Content

Brevity and clarity

Try to keep each email short

Use paragraphs (5 sentences each)

Is this message scannable and actionable?


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Email Content

Use topic sentences

One topic per email

Provide important dates or references

Put each action or point on its own line


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Poor Email Content

Jon,Hey, I was just thinking about the meeting we had about the new workshopyou were planning for next week about resume-writing. I think that we mayhave forgotten to include all of the students who might benefit from thisworkshop. There are several groups of students at the School of Public Healththat 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 toask if the students from the Epidemiology program were on our list ofincluded students. She also wanted a list of all of the included departmentsfrom the School of Public Health. Can you send me a list of all of the includedstudent groups? I can then send the relevant information on to Sara becauseshe needs this information by tomorrow.

Thanks,Rachell


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Better Email ContentJon,

Can you send me a list of the students included in the resume-writingworkshop by tomorrow?

We may have forgotten to include all of the students who might benefitfrom this workshop. There are several groups of students at the School

of Public Health that were not on your list. Sara from the School ofPublic Health contacted me to ask if the students from the Epidemiologyprogram were on our list. I will send her that information tomorrowafter I get the list from you.

Thanks,Rachell


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FormatPlain-text vs HTMLPlain-text is always preferable

Send from your university account

DONT TYPE IN ALL-CAPS,

IT LOOKS LIKE SHOUTING


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Email Signature

Use an appropriate signature

Brief (4-5 lines)

Informativeprovide all contact information

Professional

do not include pictures, quotes,animations


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Professionalism

Always spell-check before sending

Set your email program to automaticallycheck before sending

Re-read email for other spelling, grammarand punctuation errors.


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Professionalism

Always proofread at least once!

Read it out loud

Sleep on it

Before sending ask yourself.


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Professionalism

Would I be comfortable having this emailposted on a public bulletin board orforwarded on to my entire department?

To: [email protected]

Subject: Why It's All About Me

http://www.rci.rutgers.edu/~schochet/NYT--To_Professor@University_edu.htm


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Professionalism

All laws governing copyright,defamation, discrimination and otherforms of written communication alsoapply to email.


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Professionalism

Complete the TO: line last

Set your email program to delay

sending


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Remember

Emails are permanent

Emails are searchable

Use Smart Subject Lines :


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Use Smart Subject Lines :

Use Smart Subject Lines All messages should have clear andspecific Subject Lines that describes the message content

specifies if there are any actions required & due dates mentionsclearly who the message is for Subject Line Template: TAGdescription [actions] [due date] [(EOM)]

Write For Action :

Write For Action Specify what the email is about. In the first 1-3lines Does it include action required? Does it require a reply backby a certain date? What information is contained that the readerwill find necessary for their job? Use the To: and Cc: addressesappropriately


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General Tips :

General Tips Font: Use standard font throughout the message contentAvoid colored fonts in a professional email Be very specific with the useof bold, italic or underline font style Keep the size of the font visible andconstant Paragraph and line spacing should be legitimate and visuallyappealing Avoid short forms or slang (e.g. u instead of you, y instead

of why, r instead of are, etc)Spacing :

Spacing Spacing the Greeting: Use a double space between the greetingand message. Spacing the Message Body: Sentences within a paragraphare single spaced Use a double space to separate between paragraphs.Do not indent the paragraphs. Use a double space between the lastsentence and the closing. Spacing the Closing: Use double space

between the closing and the beginning of signature block. Use singlespace within the signature block


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Reducing the Load :

Reducing the Load Dont Overload system & recipient Use formatteddocuments when necessary Spreadsheets, presentations, formaldocuments Consider posting something and sending a URL instead of

sending a document Stop replies before they start If a reply is notrequired, end your message with (Reply Not Necessary)

Quality Communications :

Quality Communications If an email discussion doesnt end in 1-2 replies

and get the results that are necessary STOP Ask yourself - are yousharing expertise - or just venting Constructive confrontation ordisagreements do NOT get resolved in email


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General Tips :

General Tips Resist the urge to capitalize Also applies to all lower caseletters Use correct spelling, grammar and punctuation ProfessionalismEmail is a business communication Avoid temptation to be too casual Allofficial mails are formal

General Format: Tone :

General Format: Tone Write in a positive tone When you complete thereport. instead of If you complete the report. Avoid negative wordsthat begin with un, non, ex or that end with less (useless, non-

existent, ex-employee, undecided). Use smiles , winks ;), and othergraphical symbols only when appropriate. Use contractions to add afriendly tone. (dont, wont, cant).


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When your message is long :

When your message is long Create an elevator summary.Provide a table of contents When a response is required, it shouldreflect in the first paragraph Create headings for each majorsection.

Elevator Summary and Table of Contents :

Elevator Summary and Table of Contents An elevator summaryhas the main components of the email. Our profit margin for thelast quarter went down 5%. As a result I am proposing budgetadjustment for the following areas Table of contents Thisemail contains A. Budget projections for the last quarter B. Actualperformance for the last quarter C. Adjustment proposal D.Projected profitability


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