E-MAIL Guidelines (for job application, /covering letter/ academic presentation)
In this new era of technology we find a better way of communication through ‘e mails’, but majority of us are still not comfortable with this inevitable communication medium. May it be a job application, covering letter, an enquiry or an academic presentation, Email constitutes an important aspect in deciding the fate of response. Here we are dealing with certain common principles to be stick on to which one can be sure of a positive response.
-Make it brief and to the point
Keeping the fact that reading a long e-mail is often harder than reading a printed communication. So make it concise.
-Use proper structure and layouts
Since reading from a screen is difficult than reading from a paper. Use short paragraphs and blank line between each paragraph. When making important points,Number or mark them as separate entity.
-Read the mail before you send it.
Majority of people don’t bother about this aspect.By reading the content, you can find a lot of grammar and spelling mistakes. Avoid misunderstandings and inappropriate comments.
-Don’t attach unnecessary files
By sending a large sized attachment, you are annoying the receiver and their e-mail system, still you need to send an attachment, compress it and send.
-Use proper spelling, grammar and punctuation.
Improper spelling and grammar convey a bad impression of your company. Mails with no full stops and commas may affect the meaning of the text. Always use spell and grammar checking option before you send the mail.
-Do not write in CAPITALS.
If you write in capitals it seems as if you are shouting. It is highly annoying and might cause an unwanted response.
-Don’t leave out the message thread
Message thread means including the original mail in your reply, in other words by clicking ‘reply’ instead of ‘write a new mail’ option .It will save recipient’s valuable time, if he is a kind of person who deals with a bulk of mails daily. Then it is not possible for him to remember your previous message. / Email id. Etc.
-Don’t overuse high priority option
If you overuse high priority option, whenever you really need it, it won’t serve its purpose. Your message may look aggressive, if you put it under high priority option.More over don’t flag it as ‘urgent’, if you are so urgent, make a call, and don’t send E-mail.
BUISINESS EMAILS
Think before you act.
Is Email is the right way of communicating this message. E-mail messages can be misinterpreted especially when discussing sensitive/emotional issues. Read twice before you send it. Consider getting a second option.
Communicate as if E-mail is on your office letterhead. Any form of Informality, when contacting with people you don’t know well is not advisable.
Content
-Always capitalize the first word or use initial capital on all of the words.
Email body
Make the first paragraph a single sentence, which may be a repetition of your subject line. Importance of this that, when the receiver of your message browses through a number of mails he may tend to forget its subject heads altogether. This first sentence may help him to distinguish it
Use normal conversational style. Write as you say it. In short sentences, using short words.
Include only one idea per paragraph. Try to keep paragraph in three sentences or less.
Do not use emotion icons (Emicons) in your professional emails. Use only if you have well-established relation with someone.
Don’t use abbreviations
Check spelling and grammar, Proofread before you send the message
Send e-mails in plain text instead of HTML.Avoid using colour or picture backgrounds; black text on a white background is advisable.
Use common file format for your attachments. (DOC, JPG/GIF, PDF, TXT, XLS)
Consider the http://www.rapp.org/url, http://snurl.com/, or http://tinyurl.com/ to create short URL. These tools allow you to enter a long URL, this application creates a shortcut link, which is easier to use in e-mails communications.
Want to know more about it !! Visit ….
http://www.iwillfollow.com/e-mail.htm
http://www.onlinenetiquette.com/business_e-mail_basics.html
http://www.stiknowledge.com/events_media/Top10Netetiquette.pdf
http://www.webdesignwisdom.com/articles/JD_are_your_e-mail_messages_good_looking.shtml
In this new era of technology we find a better way of communication through ‘e mails’, but majority of us are still not comfortable with this inevitable communication medium. May it be a job application, covering letter, an enquiry or an academic presentation, Email constitutes an important aspect in deciding the fate of response. Here we are dealing with certain common principles to be stick on to which one can be sure of a positive response.
-Make it brief and to the point
Keeping the fact that reading a long e-mail is often harder than reading a printed communication. So make it concise.
-Use proper structure and layouts
Since reading from a screen is difficult than reading from a paper. Use short paragraphs and blank line between each paragraph. When making important points,Number or mark them as separate entity.
-Read the mail before you send it.
Majority of people don’t bother about this aspect.By reading the content, you can find a lot of grammar and spelling mistakes. Avoid misunderstandings and inappropriate comments.
-Don’t attach unnecessary files
By sending a large sized attachment, you are annoying the receiver and their e-mail system, still you need to send an attachment, compress it and send.
-Use proper spelling, grammar and punctuation.
Improper spelling and grammar convey a bad impression of your company. Mails with no full stops and commas may affect the meaning of the text. Always use spell and grammar checking option before you send the mail.
-Do not write in CAPITALS.
If you write in capitals it seems as if you are shouting. It is highly annoying and might cause an unwanted response.
-Don’t leave out the message thread
Message thread means including the original mail in your reply, in other words by clicking ‘reply’ instead of ‘write a new mail’ option .It will save recipient’s valuable time, if he is a kind of person who deals with a bulk of mails daily. Then it is not possible for him to remember your previous message. / Email id. Etc.
-Don’t overuse high priority option
If you overuse high priority option, whenever you really need it, it won’t serve its purpose. Your message may look aggressive, if you put it under high priority option.More over don’t flag it as ‘urgent’, if you are so urgent, make a call, and don’t send E-mail.
BUISINESS EMAILS
Think before you act.
Is Email is the right way of communicating this message. E-mail messages can be misinterpreted especially when discussing sensitive/emotional issues. Read twice before you send it. Consider getting a second option.
Communicate as if E-mail is on your office letterhead. Any form of Informality, when contacting with people you don’t know well is not advisable.
Content
-Always capitalize the first word or use initial capital on all of the words.
Email body
Make the first paragraph a single sentence, which may be a repetition of your subject line. Importance of this that, when the receiver of your message browses through a number of mails he may tend to forget its subject heads altogether. This first sentence may help him to distinguish it
Use normal conversational style. Write as you say it. In short sentences, using short words.
Include only one idea per paragraph. Try to keep paragraph in three sentences or less.
Do not use emotion icons (Emicons) in your professional emails. Use only if you have well-established relation with someone.
Don’t use abbreviations
Check spelling and grammar, Proofread before you send the message
Send e-mails in plain text instead of HTML.Avoid using colour or picture backgrounds; black text on a white background is advisable.
Use common file format for your attachments. (DOC, JPG/GIF, PDF, TXT, XLS)
Consider the http://www.rapp.org/url, http://snurl.com/, or http://tinyurl.com/ to create short URL. These tools allow you to enter a long URL, this application creates a shortcut link, which is easier to use in e-mails communications.
Want to know more about it !! Visit ….
http://www.iwillfollow.com/e-mail.htm
http://www.onlinenetiquette.com/business_e-mail_basics.html
http://www.stiknowledge.com/events_media/Top10Netetiquette.pdf
http://www.webdesignwisdom.com/articles/JD_are_your_e-mail_messages_good_looking.shtml
posted by ndev at
8:55 AM
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