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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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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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