Emailing Insight : An essential element for career
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This document provides guidance on proper email etiquette. It discusses understanding the audience and tone of emails, crafting effective subject lines and messages, and reviewing emails before sending. Effective emails are reader-friendly, avoid negative tones, and consider the impact on the recipient by being sent at the right time to the intended audience with a clear purpose. Proper use of TO, CC, and BCC fields and checking emails for errors are also covered.
Emailing Insight : An essential element for career
- 1. Last Modified: March 17, 2017 Prepared By : Rahul Thakur
- 2. What is Email Etiquette Importance of Email Etiquette Using Email as Communication Tool Asking Few questions before sending email Characteristics of en effective email Understanding the tone of your email Understanding Reader/Audience Understanding TO CC BCC in emails Understanding your message`s impact Crafting a strong Subject Line Crafting a strong message Review-Check your messages for Forwarding & Receiving Forwarded messages Email Etiquettes Working With Attachments
- 3. Email has become so common and so easy to use that it is easy for us to become careless and fall into bad Email habits. Its Important mainly because: Etiquette governing communication on the Internet Rules for how to communicate appropriately and respectfully online What is email etiquette? Importance of Email Etiquettes It shows your personality. Makes you look more professional. Makes it easier for your correspondents to understand and respond to your Email. Keep you and your organization out of trouble. Makes it more likely that you’ll get the response you want.
- 4. Using Email As communication tool: Business Communication Revise Compos e Plan oFast oEasy oConvenient oMechanical Mistakes oNot reader friendly oNegative/Offensive Tone oSent to wrong people Advantages: Common Email Mistakes:
- 5. Is email the best method for this purpose? Who Should receive the information? When should you send the email? What is the purpose of sending email? What is the best way to present this information? At the right time To the right people Clear purpose Subject Ask these questions for sending email: Characteristics of an effective email: Introduction Reader friendly Free of errors
- 6. oSincerity oSarcasm oConcern oHumor oAnger Understand the tone of your email: Examples of tones conveyed Negative Tone: PositiveTone:
- 7. If you are angry upset: Understand the tone of your email: Reader`s Perceive tone in email messages How a reader starts about reading an email: Readers will analyze their relationship with the writer Readers will analyze the email wording & formatting o Don’t use all capitals no highlights o Don’t use excessive punctuation o Avoid using emoticons Write the email Wait Read it aloud Don’t send Revise twice
- 8. What level of formality is expected What will be their reaction When or how often do they check email Understanding your Audience/reader Courtesy copy Understanding TO CC & BCC in email Blind Courtesy copy
- 9. Ask whether an email is necessary? Unnecessary emails = negative impact Messages that saves time = Positive emails Ask whether you have planned the email Is the message clear Take time to craft a positive and impactful email Impact: effect of one thing on the other “What is the impact or impression of your email on the recipient” Be conscious of your messages impact: Prime time when people read emails: Understanding your message`s impact o What is said o How is it said o Who receives it o When is it sent
- 10. Remember 3C`s Purpose : Craft the main purpose of the message Appearance: Craft the appearance Tone : Craft the tone- Clear Complete Concise Include a specific & Complete subject line-Why? Use clear routine wording Concise subject line Tips: Crafting a strong and impactful message: Think before your craft: Personalize the message Write with the readers reaction in mind Avoid emails in haste
- 11. o Purpose: Identify the problem and provide an action plan o Appearance : one main Idea + Steps o Tone : Focus On Improvement/ Offer help Hi Rahul, Two employees are struggling to complete their work on time
- 12. Hi Rahul,
- 13. Omitted words : Check your message for : Wrong words : Grammar: Typos Correct information
- 14. Final Review Before tapping the send button- Its will just take 5 seconds
- 15. Forwarding & Receiving Forwarded Messages :
- 17. I am sure this must have happened at some time or the other
- 20. What’s Your Message?THANK YOU