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Tuesday, March 31, 2009

Make Your E-Mail Stand Alone To Present You

We are living in the technology time, where we have so much blessings from science and technology, makes our life so easy and comfortable. Corporate world also enjoy the benefit. A professional from UK is now send the business proposal, developed by him, to his boss sitting in their Los Angels office through e-mail, this is quite impossible for some time ago. This helps us to have our presence among our superior bosses where we don't have easy access. And, the chance to communicate with them also very rare for them. So, whenever we are writing any mail to them, then that becomes a huge opportunity for us, spoiling such perhaps the last thing that comes in our mind. So, we need some expertise to write e-mails properly which ultimately represent me in front of my superiors and even among my colleagues.

Email should be constructed and written so that the intended audience can read, understand and act on the message after the first time they read it.

Small Tips To Write E-Mails Properly:

1. Be concise and to the point

Do not make an email longer than it needs to be.

2. Answer all questions and pre-empt further questions
By answering all the questions you’ll avoid further e-mails, frustration and wasting time.

3· Use correct grammar, spelling and punctuation

4· Make it personal
The content of email should be customized.

5· Respond quickly
Email implies a quick respond comparing to the written letter, so should be answered at least within 24 hours.

6· Do not attach unnecessary files

7· Use proper structure and layout
Use short paragraphs and blank lines in between for easier reading from the screen.

8· Do not overuse high priority option
When overused it looses its function. Also might come out as aggressive.

9· Do not write in CAPITALS

10• Do not leave out the original messages
Use “Reply with history” so the recipient can easily see what the email is in reference to.

11• Read the email before you send it
Proof reading will help discover missed mistakes and misspellings, as well as ensure that none of the content is missing.

12• Do not overuse Reply to All
Only use Reply to All if you really need your message to be seen by each person who received the original message.

13• Take care with abbreviations
Do not use the abbreviations if you are not sure whether the recipient knows them.

14• Use a meaningful subject
Use a subject that is meaningful to the recipient and yourself. Make it as detailed as possible.

15• Use active instead of passive
Active voice (“We will process your order”) sounds more personal, whereas passive (“Your order will be processed”) sounds unnecessarily formal.

16• Avoid using URGENT and IMPORTANT
The less you use them the more function they have when you do use them.

17• Avoid long sentences
Try to keep your sentences to a maximum of 15-20 words.

18• Keep your language gender neutral

19• Use cc: field sparingly
Use cc: field only if the recipient in the cc: field knows why he or she is receiving the email.

20• Use face-to-face communication whenever possible instead of e-mail.

21• Think first before you write an email!