Email Writing Reason for Popularity Emails are fast

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Email Writing

Email Writing

Reason for Popularity �Emails are fast, cheap, easy to operate. �Emails captures the spirit

Reason for Popularity �Emails are fast, cheap, easy to operate. �Emails captures the spirit of the age. �Emails offer flexibility in tone and style. �Emails have become legal and valid.

Some Common Pitfalls. �Privacy is lost. �Casualness creeps in. �Ambiguity impairs communication. �Virtue is

Some Common Pitfalls. �Privacy is lost. �Casualness creeps in. �Ambiguity impairs communication. �Virtue is sacrificed to convenience. �Junkyard is always full.

Avoid being abrupt � Hi, Meeting likely to postpone. Call before you start. Ravi

Avoid being abrupt � Hi, Meeting likely to postpone. Call before you start. Ravi Singh � Dear Members, Due to some unavoidable reasons, the meeting is likely to be postponed. Our office will let you know the revised schedule for the meting. Sorry for inconvenience. Amit Mehta

Use subject lines effectively �Meeting �Fancy Dress Competition �My Mobile Number has changed. �Delay

Use subject lines effectively �Meeting �Fancy Dress Competition �My Mobile Number has changed. �Delay �Schedule for the Meeting. �Inviting Entry for the Fancy Dress Competition. �Change in Mobile Number. �Delay in Consignment Delivery.

Start Courteously � Madam, have you received any communication from marketing guys ? If

Start Courteously � Madam, have you received any communication from marketing guys ? If yes, please kick the mail back. Sumant Mahajan � Dear Madam, Kindly let me know if you are aware of the schedule for the talk by the Marketing personnel. Being from a similar field, I am very keen to hear what they have to say. Thanks and regards, Sumant Mahajan

Add a warm-up sentence �Dear Anuj, No issues with the proposal sent…… �Dear Anuj,

Add a warm-up sentence �Dear Anuj, No issues with the proposal sent…… �Dear Anuj, Thank you very much for sending the proposal…… With best wishes, Amar

�Avoid all capital letters. �Use proper spellings. �Avoid acronyms. �Use emoticons and smileys sparingly.

�Avoid all capital letters. �Use proper spellings. �Avoid acronyms. �Use emoticons and smileys sparingly. �Remember to keep the following before using any emoticons. �Relationship with the reader �The gravity of the subject matter. �The occasions.

�Take care of Punctuation Marks. �Use salutations and complimentary close. Some common Salutations :

�Take care of Punctuation Marks. �Use salutations and complimentary close. Some common Salutations : Dear Dr…. Dear Sir/Madam, Dear Colleagues, My Dear…. Dear Mr/ Mrs Some Common Complimentary Close : Thanks and regards, Best Wishes, With best wishes, With warm regards, Soliciting an early reply, Look forward to seeing you at the meeting, Please let me know how can I be of some help to you.

Identify Yourself �Dear Sush �………………. . �Pk �Dear Sushmita �…………………. �Thanks and regards, Prabhat

Identify Yourself �Dear Sush �………………. . �Pk �Dear Sushmita �…………………. �Thanks and regards, Prabhat Khanna

Some Common etiquette �Reply Immediately. �Avoid circulating emails to everyone. send the copies to

Some Common etiquette �Reply Immediately. �Avoid circulating emails to everyone. send the copies to those only who have something to do. Remember to click ‘bcc’ instead of ‘cc’ if you want to mail someone without letting other recipients know about it. �Avoid attaching unnecessary files.

�Answer all queries. �Avoid gender specific language- use he/she or they/them. �Keep your mailbox

�Answer all queries. �Avoid gender specific language- use he/she or they/them. �Keep your mailbox uncluttered. �Read and edit your mails.

Be aware of email jargon � Jargon refers to the technical language use in

Be aware of email jargon � Jargon refers to the technical language use in particular field of study. � Ping- A test to see whether the other person is available online. � Spam- Unsolicited emails sent to many people simultaneously, used mainly as commercial advertisements. � Flame- emails that contain hostile message. � Bounce- a message that returns to the sender because of some configuration problem or some error in receiver’s address. � Mailbot- a piece of software that automatically replies to an email. � Listbot-a piece of software that manages the distribution list � Lurk-to read message anonymously. � Bot-a part of software that acts on behalf of a human.

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