Business Emails

Business Emails

Bibaswan Ghoshal TA, ALES204, University of Alberta 30/03/2012

Lecture OutlineHow to write emails

Writing a cover letter

Confidentiality and Security

Email Management

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By the end of the lecture you should have 3 critically literate tweets @JessL, #ALES204, @bibaswanghoshal

Emails

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4Email,Taken from:http://www.freeemaillists.org/wp-content/uploads/2011/06/email-lists-for-free.jpg, March 29, 2012

5Smart devices, Taken from:http://www.teleca.com/Renderers/ShowMedia.ashx?id=b93a24e3-dfa1-49bd-ab33-9a08f209e4df March 29, 2012

Email StatisticsIn 2011, 3.1 billion email usersExpected to reach above 4 billion by 2015More than 55% of the smart phone users use

email as their primary applicationMajor players

HotmailYahooGmail

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The Four Questions

Why are you writing?

Who are you writing to?

What is the situation?

What do you want from the recipient? 7

The Four PartsThe Opening

The Focus

The Action

The Closing

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The Five To-Do’sSimple Sentences and Word choices

Professionalism

Concise and to the point

Well-planned

Addressing 9

Cover Letter

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Cover Letter

Supplement to your resume

Express interest in a position (academic or corporate)

Highlights key things of your resume

Creates the urge to open your CV attachment

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The Four Way Planning

Research the company, employer or professor

Research the position details

Obtain the perfect email address

Relate your strengths and weaknesses. Be Unique

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The OpeningProper salutation (Dear / Hello)

Designation (Dr., Mr. Mrs., Ms., Miss, Sir/Madame)

Use Last name onlyDon’t use “To whom it may concern”

Tell in brief about yourself

Grab attention

Get straight to your objectives 13

The Focus1-2 paragraphsShort, concise and organizedSell your top qualities firstSell your related experienceFocus on the addressee's benefitsFocus on your achievementsIf academic, include relevant course work

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The ActionRequest for a response

Mention your availability

Don’t be vague “I am available all week.”“Call me anytime”“I am available for a meeting every weekday

between 9-12 and 2-5.”

Provide relevant contact information15

The ClosingAppreciate their time

Refer to your CV attachment or html resume for details

Use proper closing remarks

Use full signature

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CommentsProfessionalism

Proofread and spell check

You have to make him open your CV

Be confident and enthusiastic

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Email Security

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Threats to Emails

Loss of confidentiality

Loss of integrity

Lack of data origin authentication

Lack of encryption

Lack of notification of receipt19

Threats by EmailDisclosure of sensitive information

Exposure of systems to malicious code

Unauthorized access

Denial of service

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ThreatsSpam (80% of emails are spam)

Phishing (60% of users get 1 email/day)

Viruses

Spywares21

Protect YourselfDon’t ventureUse separate email for professional and

personal useThink twice before giving out your emailDon’t send passwords and important

financial information Delete browser history, cache, cookies,

user ids and passwords after using a public Internet connection

Back up your Email.22

PreventionUse anti-virus and anti-spyware softwares

Understand the risks and act accordingly

Use strong passwords

Encrypt wireless connections

Use encryption and digital signatures for important Email

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Email Management

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Why Manage?Official and legal document

Huge in numbers

Contains crucial information

There is no such thing as “deleted email”Technology exists to recover deleted itemsBackups may existOthers may have a copy

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The Four D’sDelete it

Do it

Delegate it

Defer it

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Managing EmailsOrganize Email into folders.

Use filters and labels

Mark important emails

Keep a copy of all sent Email

Review and clean out folders periodically27

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Email is foreverand

its your responsibility