Writing Emails

Prof.Anjali Pashankar/ BC/ Email

Parts of an e-mail
 Header
From To Date Subject

Prof.Anjali Pashankar/ BC/ Email

From
 This lists the sender s e-mail address.  The header may also list the actual name of the sender, when the sender has recorded this information with the e-mail service.

Prof.Anjali Pashankar/ BC/ Email

To
 This indicates to whom the message is being sent.  Original messages may be sent to more than one recipient.

Prof.Anjali Pashankar/ BC/ Email

Date (and often time)

 This refers to when the message was sent.

Prof.Anjali Pashankar/ BC/ Email

Subject
 This contains the topic of the message.  When no subject is included, some e-mail services deliver the message to junk mail

an e-mail file for messages from senders not found in the receiver s address book.

Prof.Anjali Pashankar/ BC/ Email

Other E-mail Options

 Forward  Reply  Cc  Bcc  Attachments  Signature

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Forward
 a feature that allows the sender to pass the message to another recipient, including attachments.

Prof.Anjali Pashankar/ BC/ Email

Reply
 a feature that allows the recipient to respond to a message from the sender.  Many e-mail services allow the recipient to change the original message when replying.

Prof.Anjali Pashankar/ BC/ Email

Cc
 a feature for sending an original message to the prime recipient and to other interested parties.  When using Cc, all recipients see who is receiving the message.  Cc originally meant carbon copy and has transitioned to courtesy copy.

Prof.Anjali Pashankar/ BC/ Email

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Bcc
 a feature similar to Cc except that Bcc recipients will be invisible to other recipients.

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Signature
 a sign-off feature that allows the sender to create additional information for the receiver.  Signatures may be saved and pasted to the end of any email.  Signatures often list the sender s business name, address, telephone number, etc.

Prof.Anjali Pashankar/ BC/ Email

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General E-mail Etiquette Rules

Know your internal policies. Keep responses concise. Answer questions asked in the original e-mail. Use proper punctuation, grammar and spelling

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Personalize your e-mail. Avoid unnecessary file attachments. Check for proper layout. Use high-priority option sparingly.

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DO NOT USE ALL CAPITAL LETTERS! Read message thoroughly before sending. Know when to reply to all. Don t abbreviate. Delete chain letters immediately.

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Protect confidential information. Clearly identify the subject. Avoid unprofessional language. Minimize use of bold font. Use blind copy (BC) when individuals don t know each other When in doubt, ASK

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y ALL CAPS IS CONSIDERED SHOUTING y So is over punctuating!!!!!! y Not using capitalization or punctuation makes e-mail hard to read y Text messaging abbreviations r confusing 2 ur coworkers y Avoid emoticons y Explain Acronyms y Check spelling and grammar before sending y Keep slang at a minimum

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Think of these before you hit send

y Needed (Does the recipient need this to do their job)
y Timely y Relevant y Complete

y Appropriate
y Compliant (e-discovery) y Professional y Inoffensive

y Targeted
y y y y

Limit use of Reply to all Limit use of CC/BC Use Distribution Lists Carefully Best Channel

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Format your e-mails

 We need to test the upgrade before we proceed with the pilot in Pediatric Otolaryngology. Does the project have the funding to purchase a couple of the hardware upgrades so I can test with in this area? I can provide you a quote from Insight for the upgrade. I need to verify that it works as advertised before we advertise that we can do this for all devices.

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Paragraphs and bullets clarify

We need to test the upgrade before we proceed with the pilot in Pediatric Otolaryngology. Does the project have the funding to purchase a couple of the hardware upgrades so I can test with in this area? I will : 1. provide you a quote from Insight for the upgrade 2. verify that it works as advertised before mass deployment
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Strengthen the Subject

 Use Keywords in Subject line

Action: Prepare slides for Leadership Breakfast on June 17 Info: Update on E-mail Etiquette Presentation Confirmed: Presentation will be ready for review on June 6th Delivery: Slide pack for June 17th Leadership Breakfast  Entire message in subject line June 17th Leadership Breakfast Slides looks good

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Sculpt the Body

 Break message into sections

Action summary What is the point of the e-mail Background Detail, but organize into Key points Definitions If audience is in the know do not go into complete history Close Next steps or actions items
 If you include attachments give explanation of what they are.

Prof.Anjali Pashankar/ BC/ Email

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Rules
 3 Volley Rule

If a topic is bounced back and forth more than 3 times it is time to pick up the phone or schedule a meeting.
 24 Hour Rule

It is okay to write a heated e-mail, just wait 24 hours before you send it.

Prof.Anjali Pashankar/ BC/ Email

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What are mass emails

 Mass emails are emails sent out to multiple people  These emails are meant for multiple people and not just one person  These emails are usually informational messages to get in touch with more people easier.

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Examples of bad emails

Remember these emails are fake!
     

To : mary.fernandes@isbs.ac.in Subject : Hi mary I want to take leave on 16 th. My mother is going out of town and i need to go with her. my mother want to visit her sister and shop and i need to go with her to drive her. pls let me go as this is ugent. thanks regards vinod
        

To : all@ isbs.ac.in Subject : Hi I want to tell that weekly review meeting is planned as usual. Venue is change because room is not avaibale. Cum to the room next to the usual one. Agenda is discuss the monthly plans. Thanks Vinod

    

Prof.Anjali Pashankar/ BC/ Email

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Example of good email

Dear Sir, I have an important family function scheduled on 20thAugust. My brother is getting engaged and so we have a puja organized at home. Therefore request you to please approve my leave application. I will ensure I hand over appointments for the day to Seema. on Friday 19th Aug and send an email updating all the concerned about my leave and handover of work for the day. In case of any concerns I will be available on my cell as always. Thank you in advance. Sincerely Amit
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Netiquette

Proper conduct or manners for producing an email message is called netiquette

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Netiquette
 Be sure to include a subject line.

Some e-mail services sort incoming messages by subject for the recipient.
 Consider using a Bcc to keep e-mail addresses private or to ensure that the To: area of the message remains a small size (recipients need not scroll past several listings to arrive at the body of the message).

Prof.Anjali Pashankar/ BC/ Email

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Netiquette, cont
 Write clear and concise messages  .  Write short sentences and short messages.  Avoid double spacing your messages as e-mail requires recipients to scroll through messages without the benefit of highlighting or marking the message as one might on a printout.

Prof.Anjali Pashankar/ BC/ Email

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Netiquette, cont.
 Avoid the use of all capital letters.

Capitalizing all letters is considered shouting or flaming. The recipient may consider this hostile.

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Netiquette, cont.
 When replying to a message, consider deleting part of the original message to save space on the screen.

Retain the part of the sender s message to which you are responding.
 Avoid using the reply to all function as this sends your response to all recipients of the e-mail.

Ask yourself, information?

Does everyone need to know this

Prof.Anjali Pashankar/ BC/ Email

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Netiquette, cont.
 E-mail is an official written document.

Do not write something that you would not say to the recipient in person. Consider e-mail a formal message, and keep it professional.  Avoid acronyms (abbreviations using the beginning letters of words) because not everyone will know the meaning (e.g., BFF = best friends forever and HAGW = have a good weekend).

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Netiquette, cont.
 Use proper grammar.

conduct a spell check of your messages.  Use simple fonts. Computers may have a limited number of fonts available for e-mail use. Using a small or compact font keeps the message in a more confined area.

Prof.Anjali Pashankar/ BC/ Email

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Netiquette, cont.
 Be specific.

State terms and conditions clearly to avoid miscommunication, especially when providing information about times, places, or people. Being clear and concise in the original message prevents future e-mail requests for directions, times, phone numbers, contact person, etc. Most recipients ask, Why do I need this e-mail? or What is expected of me?

Prof.Anjali Pashankar/ BC/ Email

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