Business Emails Presentation

8/22/2019 Business Emails Presentation

http://slidepdf.com/reader/full/business-emails-presentation 1/30



BUSINESS E-MAILS



Effective E-mail

Techniques



1. WRITE A CLEAR SUBJECT LINE



Examples





2. USE THE “CC” BUTTON

Use the “cc” button for individuals whoneed the information but who would notbe required to reply.



3. USE THE OUT OF OFFICEASSISTANT



4. USE ATTACHMENTS FOR LONGDOCUMENTS

Since not all computers have the sametime of software, you should inform whichprogram or software is needed to openyour attachment.



Example



Remember

Be careful of file sizes

Use zip files for extra large attachments

Consider whether your reader has thesoftware to open and view the file.



5. KEEP YOUR MESSAGES SHORT

E-mail is meant to be brief. Keep yourmessages short and straight to the point.

Use only a few paragraphs and a fewsentences per paragraph.



6.DON’T USE E-MAIL FOR IMMEDIATEACTIONS

Remember, e-mail is a great way toquickly get information to many people,but may not be the right answer for allcommunications.



7. USE SPELL CHECK



REMEMBER

Spell Check will not pick up words that arespelled correctly, but are misused withinthe context of the sentence.



8. USE CORTEOUS LANGUAGE



Original



Revised



9. PROVIDE AN ACTION STATEMENTWHEN NECESSARY

What specifically do you want yourreaders to do as a result of reading youremail?



Example



10. IDENTIFY YOURSELF CLEARLY

Always include:

NAME

OCCUPATION TITLECONTACT NUMBER

OTHER CONTACT INFORMATION



Example

Regards,

Raphael James Dizon

Head AccountantPhone: (818) 963 9788

E-mail: [email protected]



11. DO NOT OVERUSEABBREVIATIONS



12. DO NOT USE ALL CAPITALLETTERS

It gives the reader the impression that theyare being shouted at.

It is difficult to read.

It is used to highlight an important word.



Original



Revised



SUMMARY

1. Keep your message short.

2. Make your subject line meansomething.

3. Start your e-mail with Dear and end with

a simple closing (Thanks or Regards).

4. Always spell words correctly.

5. Write in a positive tone.



SUMMARY

6. Sign your messages with at least yourname, job title and contact number.

7. Don’t use only capital letters.

8. Don’t just rely on an e-mail.

9. Avoid using abbreviations unless yourreader are familiar with their meanings.

10. Tell people the format of anyattachements you send.



ENDREFERENCE: A PRACTICAL GUIDE TO BUSINESS WRITING

BY: KHALED MOHAMED AL MASKARI



BUSINESS E-MAILS

Documents

Business Emails Presentation