E mail Writing

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Why do we WRITE?
 Emails are Fast, Cheap, and Easy to Operate
 Instantly sent to many, Large Files, Spreadsheets, Reports, Proposals etc
 Emails Reflect the Current Era
 Saves Time
 Emails offer Flexibility in Tone and Style
 Choppy Sentences, Short Messages,
 Emails have become legal and valid
 Valid and Tenable Proofs

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Pitfalls
 Privacy at Stake

 Casualness Creeps in

 Ambiguity Impairs Communication

 Virtue is Sacrificed to Convenience

 Unsolicited and unrelated emails often clog the mailbox

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Etiquettes of Email Writing
 Reply Immediately
 Avoid Circulating to Everyone
 Avoid Attaching Unnecessary Files
 Answer all Queries
 Avoid Sexist Language
 Be aware of the Email Jargon
 Keep your Mailbox Uncluttered
 Read and Edit your Emails before Sending

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Guidelines
 Avoid Being Abrupt
 Use subject lines Effectively
 Start Courteously
 Add a Warm-up Sentence
 Avoid Capital Letters
 Use Proper Spellings
 Avoid Acronyms
 Use Emoticons and Smileys Sparingly
 Take Care of Punctuation Marks
 Use Salutations and Complimentary Close
 Identify yourself to the Reader
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Addressing Issues: To, Cc, & Bcc
• To: Actually addressing
• Cc: Indirectly addressing
Like a carbon copy
• Bcc: Are like Cc’s, except
The To’s and Cc’s do not know who is on the Bc list! •
Like a blind carbon copy
Unethical?

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Use Subject Lines Effectively

Original Revised

Meeting Schedule for the Meeting Tomorrow

Fancy Dress Competition Inviting Entries for Fancy Dress Competition

Retail Outlet Announcement Regarding Retail Outlets

My Mobile Number has Changed Change in Mobile Number

Delay Delay in Consignment Delivery

Absenteeism Overcoming Absenteeism

TDS Details of Loan for TDS Computation

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Avoid Being Abrupt
Hi,
Meeting likely to postpone. Call before you start.
V. K. Sarkar

Dear Members
Due to some other pressing matter, the meeting regarding revision of draft
proposal is likely to be postponed. Our office will call you up to give you the
revised schedule of the meeting.
Inconvenience (is) regretted.
V. K. Sarkar

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Start Courteously
Madam
Have you received any communication from …..? If yes, please kick the mail
back. You know I am dying to listen sto them.
MKN

Dear Madam
Kindly let me know if you have received any communication from the …….
Being from the same field, I am very keen to hear what they have to say.
Regards
Mani Kumar Nayak
E mails
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Add a Warm-up Sentence
Dear Chaitanya
No issues with the proposal sent. We will clear it in the meeting this evening.
Anita

Dear Chaitanya
Thank you very much for the proposal. It seems fine and will most likely be
approved in the meeting scheduled this evening. I’ll let you know the final
decision of the committee after the meeting.
Best Wishes
Anita
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Use Proper Spellings
Hi all
V r intrstd in bying the latest heat converter launched by ur company, r u ready with
supplies? Pl specify schdl of delivery 4 v 8t waiting wons the deal is thru.
VKR

Dear Sir/Madam
We are interested in purchasing the latest heat converter ( Model….), launched
recently by your company. We would like to understand if the product is ready to be
supplied. Kindly let us know how much it would take for you to send the consignment
once we place an order.
Thanks
…..
…….
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Use Complimentary Close
Best Wishes Soliciting an early reply

Thanks Feel free to call anytime

Regards Please call me, if I can be some help to you

With Warm Regards Your enquiries are always welcome

Best Regards Call me up, should there be a need

Good Bye Look forward to receiving a mail soon

With Best Wishes Look forward to seeing you at the meeting

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 Any Questions?????

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