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Effective Email Writing:

This is not a "how-to" document, but rather a document that offers advice to make you more
computer-worthy (probably more worthy than you desire). While everyone has their own distinctive
writing style, here are a few general pointers about email etiuette.
E-mail Etiquette/Checklist:
When we talk, we e!pect other people to observe certain rules of behavior. The same is true online.
"ere are a few pointers to help you communicate more effectively.
Try to use a sub#ect that is meaningful to the recipient as well as yourself. That will help people decide
whether to read the e-mail now or later.
$ddresses in %To% should be the list of the persons who have to take actions upon receiving the
mail and %cc% should have the names of the person receiving this as an information.
&enerally, whatever you are writing, get to the main point, uickly and simply. $void lengthy
pre-ambles. 'on%t spend ages setting the scene or e!plaining the background etc.
(f you are proposing something you must identify the main issue and make that the sole focus.
(ntroducing other points will distract and confuse.
')*%T +,- $.. +//-01$,-2 That%s the e-mail euivalent of yelling. The recipient won%t be
appreciative.
$void fancy fonts. They may look clever or innovative, but they are more difficult to read, and
some are nearly impossible.
3lack te!t on a white background is the easiest colour combination to read.
+se short sentences. 4ore than fifteen words in a sentence reduce the clarity of the meaning.
$fter drafting your communication, seek out commas and %and%s, and replace with full stops.
'on%t write when you%re angry. Wait for sometime. 1alm down. "ave someone else edit your e-
mail.
(n business emails, try not to use abbreviations such as 3TW (by the way) and .). (laugh out
loud). The recipient might not be aware of the meanings of the abbreviations and in business
emails these are generally not appropriate.
+se short paragraphs and blank lines between each paragraph. When making points, number
them or mark each point as separate to keep the overview.
-ach mail should be replied to within at least 56 hours and preferably within the same working
day. (f the email is complicated, #ust send an email back saying that you have received it and
that you will get back to them. This will put the sender%s mind at rest and usually sender will
then be very patient.
(f you are replying to a message but are changing the sub#ect of the conversation, change the
sub#ect too - or better start a new message altogether. The sub#ect is usually the easiest way to
follow the thread of a conversation, so changing the conversation without changing the sub#ect
can be confusing and can make filing difficult.
(nclude a brief signature on your email messages to help the recipient understand who it is
from.
Try avoiding to blame mails instead be polite and put your points in such a way that nobody
gets hurt. This needs to be specially taken care while sending mails to client.
On heated topics, think twice before ou click !end"
#he $ottom %ine
$bove all else, remember that e-mail is about communication with other people. When you compose
an e-mail message, read it over before sending it and ask yourself what your reaction would be if you
received it. $ny time spent on making our e-mail clearer is time well spent, so let%s start taking the
time.