BEST PRACTICES IN WRITING EMAILS Presented by Wyeth

BEST PRACTICES IN WRITING EMAILS Presented by: Wyeth De Leon Presented to: Sir Xavier Velasco

What is Email? • • Electronic mail, most commonly referred to as email or e-mail since 1993, is a method of exchanging digital messages from an author to one or more recipients. E-mail (electronic mail) is the exchange of computer-stored messages by telecommunication.

Fundamentals of writing an email • Begin with a greeting It's important to always open your email with a greeting, depending on the formality of your relationship, you may want to use their family name as opposed to their given name. If the relationship is more casual, you can say a simple greet. If you’re contacting a company, not an individual, you may write something to address to the receiver of the email.

• Thank the recipient If you are replying to a client's inquiry, you should begin with a line of thanks. For example, if someone has a question about your company, you can say, "Thank you for contacting ABC Company. " If someone has replied to one of your emails, be sure to say, "Thank you for your prompt reply. " or "Thanks for getting back to me. " If you can find any way to thank the reader, then do. It will put him or her at ease, and it will make you appear more courteous.

• State your purpose If, however, you are initiating the email communication, it may be impossible to include a line of thanks. Instead, begin by stating your purpose. It's important to make your purpose clear early on in the email, and then move into the main text of your email. Remember to pay careful attention to grammar, spelling and punctuation, and to avoid run-on sentences by keeping your sentences short and clear.

• Closing remarks Before you end your email, it's polite to thank your reader one more time as well as add some courteous closing remarks. • End with a closing The last step is to include an appropriate closing with your name. Be careful in constructing a closing remark, remember if your email will be sent as a casual mail or a professional so you can identify what proper word to end the statement. Finally, before you hit the send button, review and spell check your email one more time to make sure it's truly perfect!

Choose your subject Writing an attention-grabbing subject line will be one of your greatest challenges. You’ve got just a few words to convince recipients your email is both legitimate and worthy of being opened. Be too clever or make ridiculous claims, and you’ll be dismissed as spam. Be too dry or vague, and you’ll be overlooked.

Think about how direct or indirect you want to be In some cultures it is common practice to be very direct in email correspondence. However, this can cause a problem if you’re writing to someone in another country and in a language that is not yours. They might find your directness rude and sometimes offensive.

Think of who your reader is going to be Is it a colleague, a client or your boss? Should the email be informal or formal? Most Business Emails these days have a neutral tone. Personalize email with relevant remarks to the receiver, put in a quick comment about their site, product or work.

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SOURCES http: //thinksimplenow. com/productivity/ 15 -tips-for-writing-effective-email/ http: //writedirections. com/how-to-writeemails/