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E Mail Writing

The document provides guidance on writing effective emails. It discusses why email is useful for communication, essential parts of an email like the subject line, greeting, body, and closing. It offers tips for email format like keeping the message short, listing the main point first, and using a conservative closing. The document also recommends strategies for email content like connecting with the reader, listing the requested action, and providing information. It provides guidelines for responding promptly, using proper punctuation, avoiding jargon, and updating emails that are forwarded or replied to.

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0% found this document useful (0 votes)
19 views14 pages

E Mail Writing

The document provides guidance on writing effective emails. It discusses why email is useful for communication, essential parts of an email like the subject line, greeting, body, and closing. It offers tips for email format like keeping the message short, listing the main point first, and using a conservative closing. The document also recommends strategies for email content like connecting with the reader, listing the requested action, and providing information. It provides guidelines for responding promptly, using proper punctuation, avoiding jargon, and updating emails that are forwarded or replied to.

Uploaded by

shadowlord468
Copyright
© © All Rights Reserved
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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E-mail Writing

Presented by:

Dr. Gerby R. Muya


Professor
Department of Arts and
Sciences
Why E-Mail?
• To send details in writing, making information
easy for the recipient to access
• To send a message to multiple people at the
same time
• To communicate at odd times of the day when
a phone message or meeting is not possible
Why E-Mail?
• To save time; with e-mail there is much less
small talk
• To convey information when you do not
need an immediate response
• To give short bits of information
E-Mail Essentials: Basic Parts

• Subject Line. Must be updated as the


conversation evolves
• Greeting. Even if it’s just as simple as a
person’s name
• Body. Must be kept short
E-Mail Essentials: Basic Parts

• Closing. Use a simple closing


• “Sign-off” or Signature. Should list your
company name, address, and phone
number
E-Mail Essentials: Format
• Salutation. Its purpose is to connect with the
reader; less formal than a business letter (Dear
Michael:/, or Michael:/,)
• Message. Short (one screen in length); limit to
one main issue. Start with the most important info
to the main point. Identify needed action at the
beginning of the message
E-Mail Essentials: Format
• Closing. When writing someone for the first time,
use a conservative closing like Regards or Best
regards followed by a comma. In less formal
situations these can be options: Take care.; Let’s
talk soon.; Hope you’re day goes well.; or Thanks
for your help
E-Mail Guidelines: CAT Strategy
• Connect: Personalize the beginning so that the
message reflects that you are a human being writing to
another human being
• Act: For longer messages, list the requested action at
the beginning of the message
• Tell: Use the remainder of the message to provide
information
E-Mail Guidelines: CAT Strategy
E-Mail Guidelines
• Respond to e-mail within a day or two (Use an out
of office response when you are unavailable for
more than one day)
• Use a salutation and a closing, even if the salutation
consists of only the recipient’s name and the closing
consist of only your name
• Number items so that they stand out
E-Mail Guidelines
• Use conventional rules for punctuation and
capitalization: do not write in all uppercase or all
lowercase
• Avoid jargon, slang, and abbreviation
• Use an accurate and updated subject line so that your
recipient can refer to your message and file it easily
E-Mail Guidelines
When forwarding or replying to messages, do the
following:
• Update the e-mail for the recipient by changing
the subject line to reflect the new content
• If the recipient does not need to know the history,
delete the previous message
E-Mail Guidelines
When forwarding or replying to messages, do the
following:
• With forwarded messages, add a note at the
beginning to explain how the e-mail relates to the
reader and what action he or she should take
• Do not press “Reply All” unless everyone needs the
information; most often with messages that are sent
to multiple people, only the sender needs the
response; unnecessary replies to all create confusion
and clutter
Watch these…
• Email etiquette tips: How to write better emails at
work: https://www.youtube.com/watch?
v=oI3rVQFye9w
• Writing an effective business email:
https://www.youtube.com/watch?v=amJZXjxnhTI
• How to write professional emails in English:
https://www.youtube.com/watch?v=3Tu1jN65slw

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