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    Technical Writing Assignment

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    Sana Mazhar
    The document provides tips for writing effective emails. It recommends writing a clear subject line that summarizes the email, keeping the message focused on a single topic or request, avoiding attachments by copying text into the body, clearly identifying yourself, being polite, proofreading for errors, not assuming privacy of email, distinguishing formal and informal language, responding promptly, and showing respect when forwarding or replying to messages.

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    © All Rights Reserved
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    Technical Writing Assignment

    Uploaded by

    Sana Mazhar
    246 views3 pages
    The document provides tips for writing effective emails. It recommends writing a clear subject line that summarizes the email, keeping the message focused on a single topic or request, avoiding attachments by copying text into the body, clearly identifying yourself, being polite, proofreading for errors, not assuming privacy of email, distinguishing formal and informal language, responding promptly, and showing respect when forwarding or replying to messages.

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    The document provides tips for writing effective emails. It recommends writing a clear subject line that summarizes the email, keeping the message focused on a single topic or request, avoiding attachments by copying text into the body, clearly identifying yourself, being polite, proofreading for errors, not assuming privacy of email, distinguishing formal and informal language, responding promptly, and showing respect when forwarding or replying to messages.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    246 views3 pages

    Technical Writing Assignment

    Uploaded by

    Sana Mazhar
    The document provides tips for writing effective emails. It recommends writing a clear subject line that summarizes the email, keeping the message focused on a single topic or request, avoiding attachments by copying text into the body, clearly identifying yourself, being polite, proofreading for errors, not assuming privacy of email, distinguishing formal and informal language, responding promptly, and showing respect when forwarding or replying to messages.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
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    The key takeaways from the passage are tips for writing effective emails such as writing a clear subject line, keeping the message focused, avoiding attachments, identifying yourself, proofreading and responding promptly.

    An effective subject line should grab attention and summarize the content of the email. It should be like a newspaper headline that lets the recipient know whether they need to read the email or not.

    You should avoid including attachments in emails and instead copy-paste important parts of documents into the body of the email. You should also avoid sending anything over email that you wouldn't want publicly posted with your name attached.

    Technical Writing Assignment

    Sana Mazhar 17-NTU-1061


    BSSE-17(MORNING)

    “How to write an Effective Email”


    Follow these email etiquette tips in order to write more effective email:
    1. Write a meaningful subject line:
    A newspaper headline has two functions: it grabs your attention, and it summarizes the
    article, so that you can decide whether to read it or not. The subject line of your email
    message should do the same thing.

    2. Keep the message focused:


    Why are you writing? Are you responding to a request? Apologizing for an error on your
    part? Asking for the recipient to take some action for you? You should clearly state the
    purpose of your Email and stay focused to it do not deviate from the subject.

    3. Avoid attachments:
    Rather than forcing you reader to download an attachment and open it in a separate
    program, you will probably get faster results if you just copy-paste the most important
    part of the document into the body of your message.

    4. Identify yourself clearly:


    When we send text messages to our friends, we expect a lot of back-and-forth. But
    professionals who use email don’t enjoy getting a cryptic message from an email address
    they don’t recognize. While a routine email does not require a formal salutation such as
    “Dear Ms. Wordsworth,” ask yourself whether the person you are writing knows you
    well enough to recognize your email address.

    5. Be kind. Don’t flame:


    Close your message with "Regards," "Yours sincerely," or "All the best," depending on
    the situation. Recipients may decide to print emails and share them with others, so always
    be polite.

    6. Proofread:
    Before you hit "send," take a moment to review your email for spelling, grammar, and
    punctuation mistakes. Your email messages are as much a part of your professional
    image as the clothes you wear, so it looks bad to send out a message that contains typos
    .
    7. Don’t assume privacy:
    Email is not secure. Just as random pedestrians could reach into a physical mailbox and
    intercept envelopes, a curious hacker, a malicious criminal, and your IT department can
    probably read any and all email messages in your work account. A good motto: praise in
    public, and criticize in private. Don’t send anything over email that you wouldn’t want
    posted — with your name attached.

    8. Distinguish between formal and informal situations:


    When you are writing to a friend or a close colleague, it is OK to use “smilies”,
    abbreviations (LOL for “laughing out loud,” etc.) and nonstandard punctuation and
    spelling (like that found in instant messaging or chat rooms). These linguistic shortcuts
    are generally signs of friendly intimacy. Always know the situation, and write
    accordingly.

    9. Respond Promptly:
    If you want to appear professional and courteous, make yourself available to your online
    correspondents. Even if your reply is, “Sorry, I’m too busy to help you now,” at least
    your correspondent won’t be waiting in vain for your reply.

    10. Show Respect and Restraint:


    While most people know that email is not private, it is good form to ask the sender before
    forwarding a personal message. If someone emails you a request, it is perfectly
    acceptable to forward the request to a person who can help — but forwarding a message
    in order to ridicule the sender is tacky. Be tolerant of other people’s etiquette blunders. If
    you think you’ve been insulted, quote the line back to your sender and add a neutral
    comment such as, “I’m not sure how to interpret this… could you elaborate?”
    11.

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