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Using Emails To Communicate Effectively

The document provides guidance on writing effective emails by recommending that emails include a clear subject line, identifying the intended recipient in the to field, using a greeting and preview of the message in the first two paragraphs, including the main content in short paragraphs with bullet points when possible, and clearly stating any expected response or next steps in the closing. It also offers tips for structuring emails professionally with proper formatting and avoiding irrelevant, opinionated, or sensitive information.

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divyeshsharma
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143 views21 pages

Using Emails To Communicate Effectively

The document provides guidance on writing effective emails by recommending that emails include a clear subject line, identifying the intended recipient in the to field, using a greeting and preview of the message in the first two paragraphs, including the main content in short paragraphs with bullet points when possible, and clearly stating any expected response or next steps in the closing. It also offers tips for structuring emails professionally with proper formatting and avoiding irrelevant, opinionated, or sensitive information.

Uploaded by

divyeshsharma
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Using Emails to Communicate

Effectively
An effective email message
 Start with a strong subject line
An email without a subject is a definite no
“Hi” or “Meeting tomorrow” or “an idea for you
 To, cc, bcc fields
The ‘To’ field is almost always the same that is in your email message
salutation
 Addressing a person
This sets the tone of your message
 Use the first sentence after the greeting to create some
familiarity and ease
Thank you for your email on the design specs
 The second sentence is usually a sneak preview of your message,
Here are the items you requested” or “let me describe the current status of
our project” etc.
 Now break into a new paragraph and write down your main
message body
 Try to use short sentences
 Avoid pronouns
 Use bullet points if possible since this makes for easier reading
 Closing: Break into a new paragraph.
Start by stating clearly what your expectations of the recipient are; for example: “based on
the above, please provide further instructions: or “Pl suggest a suitable time to discuss the
above in more detail” etc..
 Elevator Summary
 Leave spaces between paragraphs
 Answer all questions, and pre-empt further questions
 Use proper spelling, grammar and punctuation
 Use attachments when sending considerable supporting
information
 Do not capitalize unnecessarily
 Encourage feedback
 Check. Re-check
 Response Times
 Email lasts forever
 Avoid writing long emails

Make it a rule: don’t leave the inbox with emails hanging around. Empty and clean.
Remember…
 Always state facts objectively, as opposed to your feelings on the matter.

 Always use professional language.

 There is a difference between knowing something and hearing about


something. Be sure you get your facts right. Don't gossip on work email.

 Leave out irrelevant information from your communications.

 It is best to avoid humour and sarcasm in email.


 Email lasts forever.
 Email is not always private.

 Protect access to your computer and to your email accounts.


Smita! Hey, I <I>loved<I> the presentation you gave to Jack
this morning. <B>Great Job!<B>
Let’s get together for lunch. I’m thinking Thursday at 11:30
(to avoid the rush) at Scholatery. Let’s keep it just a team lunch this time,
but maybe next time, we’ll invite others. Work for you?
RE: Regression test review meeting

Hi Team,

The entire team will be holding a meeting on the morning of Dec 24


(Wednesday) to review the results of our most recent regression test.
The meeting will run from 11.00 to 12.00 and will be held on the
second floor in the main meeting room. Each of you should prepare by
bringing the documentation from the latest test.

I look forward to seeing all of you on Wednesday morning.

Best regards,

Dharmesh
Our words and the American
words
I have a doubt
This is with regard to the design specs you sent us
Pardon
Cant, don’t
Did you understand me?
Mailed
Prepone
Updation
But
Hi,

Can you please send me the list of candidates?

Thanks,

Smita Sah
 Innovative Design Engineering Animation Pvt. Ltd.
A-504, Shapath 4,
Opposite Karnavati Club,
S G Road, Ahmedabad - 380051.
 
Phone: +91 79 40205555
Fax: +91 79 40205528
Cellphone: +91 9879261143
Email: [email protected]
Website: www.ideaproductdesign.com
 
Thanks

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