Use reply function correctly
• Keep original subject line intact
• Add reply above the original message
Emotion symbols
•No emotion symbols in business mails
•Commonly used emoticons like J ,L
Check spelling
•Use your auto spell-checking program
•Manual spell check
Example:
It can't distinguish between to, two, and too or its and it's
Attach documents to messages
•Brief about attachment
•Do not attach unnecessary files
•Do not copy attachment without permission
Create a signature file
• Identification
• Alternate ways of reaching
Hi - when did you want to go to lunch?
Neha Rajen, Software Engineer
ABC Software Pvt Ltd.( An SEI-CMMI Level 5 assessed & ISO 27001 Company)
Pune - 411 006, India
Telephone: +91-020-66044700 x 1512
Fax : +91-020-66044700 -1512
neharajen@gmail.com (personal)
www.abc.com
Prioritize message
•Assign high, normal, or low priority
•Helps readers decide how quickly to read and respond
Ø Attractive subject line
Ø Provide strong lead
Ø Select right tone
Ø Provide executive summary
Ø Inverted pyramid of ideas
Ø Sentences on a diet
Ø Avoid e-mail pitfalls
Ø Format the message
Attractive subject line
• Capture the recipient's attention
• Clear and concise
e.g. Prefer "Third quarter sales up by15%“
over "Quarterly results“
Provide strong lead
• Grab the reader's attention
• Include salutation and signature
Select the right tone
Think about the five W's
• Who
• What
• Why
• When
• Where
Provide executive summary
• Brief summary in non-technical, conversational
language
• Enables reader to understand message
• Maintains reader’s interest
Inverted pyramid of ideas
• Put descending order of importance
Sentences on diet
• Easy to comprehend
• No searching of buried ideas
Avoid e-mail pitfalls
• Don't vent
• No humor
• Careful with abbreviations and acronyms
• Avoid yelling
Format the message
• Right Typeface
- Proper font and size
• Proper Emphasis
- Bulleted list or italicizing, underlining
• Screen Color
- Neutral or light background with dark letters in the foreground
• Appropriate Margins
žSummary
Ø Write a meaningful subject line
Ø Keep the message focused and readable
Ø Be concise and to the point
Ø Distinguish between formal and informal situations
Ø Respond promptly
Ø Do not attach unnecessary files
Ø Use proper structure & layout
Ø Show respect and restraint
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