Email

UsesIntroduction
Advantages
Method to write an
EMAIL
Errors in
EMAIL writing Conclusion
ROAD MAP

Introduction
• What is an email?
• History
• Present condition

Uses of E-Mail in daily life
• Information interchange.
• Transmitting Documents.
• Record Keeping.

Uses of E-Mail in Education
For teachers a source to keep in touch.
For sharing very informative and educational stuff.
For meeting with foreign professors.

Uses of E-Mail in Business
Widely acceptable and adaptable source.
Key part of workplace communication.
To communicate with coworkers and customers

E-Mail Marketing
Sending a commercial message.
Advertisement.

Why E-Mail
Fast and reliable form of communication.
The most widely used form of communication.
TargetingYourCustomers.
Fast as compared to postal mail.
Easily saved.
Inexpensive

Advantages
Easy to use
TargetingYourCustomers
Can be sent from any computer
Used by Almost Everyone

DeterminingType of E-Mail
Formal E-Mail.
Informal E-Mail.

Parts of E-Mail
Subject Line
Salutation
Introduction
Body
Closing

Subject Line
Introduction of the e-mail.
Why is it necessary.
Example:

Salutation
Greeting is used at the beginning.
Why is it necessary?
Example:

Introduction
Introducing yourself.
Where and why is it necessary.
Example.
My name is Jordan Smith. I am the professor of Statistics for XYZ University. I
have done research on ABC.

Body
Purpose of E-Mail.
Detailed information.

Closing
Importance.
ClosingWords.
Signature.
Contact Information.
Example:
• Sincerely yours,
• [Digital Signature]
• WilliamWilliamson
Assistant Director, XYZ Marketing
555-555-5555
wwilliamson@email.com

Errors in EMAIL writing
• Don’t attach unnecessary files
• Avoid improper CAPITILIZATION
• Avoid long sentences
• Avoid being authoritative
• Don’t copy an attachment without permission

Here are some common mistakes
• Using theWrong tone
• Writing too much
• Forgetting Something
• Being too emotional
• UsingVague subject lines
• Hitting “Reply All”
• Emailing the wrong person
• Not Reviewing

Using the wrong tone
•Make sure your reader understand what you’re saying.
•Your information should be clearly structured and presented.

Writing too much
•Brief and succinct emails that contain only the important
details are much more effective than long or wordy ones.
•Write only specific things that you want to convey.
•Writing too much makes your email garbage bin.

Forgetting Something
•Most of time, we send emails without attaching the
relevant documents or a link that didn’t work which makes
our emails unprofessional or forgetful.
•Attaching the wrong documents can be much more
serious, particularly if it’s sensitive or restricted.

Being too emotional
•Avoid sending emails when you feel stressed or angry???
•It may damage your working relationship or even be used
as evidence against you???

UsingVague subject lines
•Focus on being concise and to the point, through not
abrupt and make your request clear.
•Tailor your subject line accordingly so, your recipient can
give the email the right level of priority and attention.

Hitting “Reply All”
•Receiving numerous irrelevant emails through the day
can be distracting and time consuming.
•It might ruin your reputation.
•It appears thoughtless, rushed and unprofessional.
•It shows you’re not confident making decisions.

Emailing the wrong person
•Tools like “auto fill”, “predictive text”, and “threads” can
all increase the risk of you sending your message to the
wrong person.
•This can be embarrassing, more seriously you risk
distributing sensitive information to the wrong person.

Not Reviewing
•Proofing your emails is one of the most important things
you can do, it only takes a few minutes.
•This will helps you to pick up poor grammar, spelling
mistakes, and punctuation errors which look
unprofessional and sloppy.
•Don’t add the recipient to your email until the fast
moment.

Email

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