Professional Communication

Email Writing
 What is Email?
• An electronic message.
• Emails are cheap.
• Emails are quick.
• Emails are convenient.
• Examples:
• Yahoo, Hotmail, G-mail, Juno, Excite etc
Techniques For Writing Effective Email
• Use the Correct email address:
i.e. name@gmail.com
• Provide an effective subject line:
i.e. Topic/Subject
• Limit your email message to one screen:
i.e. use “cyber speak” abbreviations
• Action(action required, please respond);
• FYI(for your information, no response needed);
• Re(this is a reply to another message);
• Urgent(please respond immediately)
Techniques For Writing Effective Email

• Organize your email:

1. Introduction
2. Discussion
3. Conclusion
• Use Highlighting Techniques:
1. Color
2. Underline
3. Bold etc
Techniques For Writing Effective Email
• Proofread your email
• Don’t email confidential information
• Make hard copies for future reference
• Practice etiquettes
1. Be courteous
2. Don’t write abusive/angry language
messages
3. Express emotions
 Techniques For Writing Effective Email
• Avoid unnecessary use of capital letters
• Don’t forward without permission
• Reduce attachments
• Acknowledge receipt
• Never respond when you’re angry
Sample Email
 Email Problems
• Poor or incomplete documentation
• Computer limitations
• Lack of Privacy
• Misunderstandings