Transcript Slide 1

E-MAIL
WRITING
Prepared By:Dipakbhai V. Parikh
Principal,
Vakal Vidyalaya,Refinary Road
Bajuwa, Ta.&Dist. Baroda
Prepared by: Dipakbhai V. Parikh
Prepared by: Dipakbhai V. Parikh
What is E-Mail Writing?
E-mail is electronic mail. It is the
exchange of stored communication of
computer through telecommunication.
These messages are in a text form. They
are sent from one computer to another
through telephone lines and stored in a
remote computer till the receiver goes
through them.
Prepared by: Dipakbhai V. Parikh
Today E-mail writing is used for
correspondence. It is cheaper, quicker and
doesn’t require filling of correspondence in
bulky files. Hard copies of important
information can be taken and rest can be
read and be deleted. E-mail has a certain
format. Please don’t use words like ‘yr’ for
‘your’ as this is test of a language and no
short cuts should be used.
Instead of the Addresses name and address
use his E-mail identification code.
Prepared by: Dipakbhai V. Parikh
If the mail requires copies to be sent –Use
CC- and mention Id of receiver.
Advantages of E-mail:
- E-mail is speedy and cheap.
- E-mail is good for taking appointments
with busy people.
- E-mail can distribute information
quickly
to many people at the same time.
Prepared by: Dipakbhai V. Parikh
- - and responses are to be given.
- E-mail can be used to distribute large
amount of information.
- E-mail save paper.
- It is possible to communicate frequently
over E-mail.
Some disadvantages of E-mail:
-E-mail can become time consuming for
answering complicated questions.
Prepared by: Dipakbhai V. Parikh
-Misunderstanding may arise because of
cultural differences in the interpretation
of certain words.
-The security of an organization is
compromised as sensitive information
can be easily distributed accidently or
deliberately through E-mail.
- E-mail may be impersonal or
misunderstood.
Prepared by: Dipakbhai V. Parikh
Parts of an E-mail: Although various
mailing sites differ, the elements are
standardized.
-To: (This is the recipient of your mail for
example: [email protected])
- CC: (This stands for courtesy copy , you
mark a courtesy copy to someone you
wish to keep informed about this
communication.
- Bcc: (This stands for Blind Courtesy
CopyPrepared by: Dipakbhai V. Parikh
-this is a third person whom you mark
the mail to without letting the original
recipient know about it.)
Subject: (This is where you write a few
clear and crisp words to indicate the key
contents or topics of your mail.
Attachment: (This is a facility provided
for you to send files along with your
mail.)
The message: (This is where you will
type your message.)
Prepared by: Dipakbhai V. Parikh
If the mail requires copies to be sent –Use
CC- and mention Id of receiver.
Steps to be followed:
(1) Heading : (Left alligned)
- E-mail Id of sender.
- E-mail Id of receiver.
- Date
- CC (If needed) Id of receiver or name.
Prepared by: Dipakbhai V. Parikh
(2) Subject:
-It states the purpose of the E-mail in one
sentence. (Underline the subject)
(3) Salutation:
- Dear Sir/Madam/Dear, Mr…..,Dear Rita,
Dear mother etc.
(4) Body:
-Divide into paragraphs. First paragraph
states the purpose, the second
paragraphPrepared by: Dipakbhai V. Parikh
-states the details and the concluding
paragraph clinches the subject.
(5) The complimentary close:
-Here are a few forms of complimentary
close.
- E-mail
Complimentary
close
- Formal Business letter Yours faithfully
-Informal Letter(friend/ Yours lovingly/
relative)
Regards
Prepared by: Dipakbhai V. Parikh
E-mail
Complimentary close
Personal name in salutation Yours sincerely
To the editor
Yours truly
To the Principal or teacher Yours obediently
(6) Signatory’s name:
- Below complimentary close with
position/designation.
(7) Enclosures:
- May/may not be there. These enumerate
whatever is appended to the main mail.
Prepared by: Dipakbhai V. Parikh
For example, in a business mail, it could
be the documents you attach to the hard
copy if any you are sending.
Tips for writing a good E-mail:
-Create an Id with your name in it, avoid
sending official mails from Ids that
appear
like –[email protected].
- Write a meaningful subject line.
Recipients scan the subject line in order
to
Prepared by: Dipakbhai V. Parikh
-decide
whether to open, forward , file, or
trash a message. Remember- your message is
not the only one in your recipient’s mailbox.
Before you hit “send”, take a moment to
write a subject line that accurately describes
the content.
-If you don’t put a subject line on your Email, you are sending the message that your
name in the “From” line is all your recipient
should need in order to make it a top
priority. That could come across as arrogant,
or at the very least, thoughtless.
Prepared by: Dipakbhai V. Parikh
Important things to remember:
-Do not cc the world.
- Mark the mails to only those people
who really need to know.
- Write your mail from the reader’s
perspective, keeping the reader in mind.
- If the recipient is unknown to you it is
best to begin by writing Dear Sir/Madam
-If you know the recipient’s name, you –
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-should write- Dear Mrs. Ghosh/Ms.
Ghosh Or Mr. Patil.
-Use opening lines to:
(1) make a reference to previous
correspondence.
(2) Explain why you are writing to the
recipient and
(3) Share how you got the recipient’s
reference and contact details.
Prepared by: Dipakbhai V. Parikh
-Addressing the recipient in the first line,
the message itself helps to capture their
attention and personalizes the message-
this can be done by the word you or
yours- for example-1. Thank you for expressing interest in
our product.
-2. With reference to your advertisement
dated…..
- Make a draft of your mail on paper or in
a separate document.
Prepared by: Dipakbhai V. Parikh
-Reread it once you finish to see if you
have communicated with clarity and have
covered all the points in a logical manner.
-If possible get someone to read the mail
once before sending it.
- Be brief and to the point, do not use
complicated jargon or abbreviations.
Prepared by: Dipakbhai V. Parikh
Format of a Formal E-mail
From: e-mail address of the writer/sender
of the e-mail
To
: e-mail address of the receiver
CC : e-mail address of other receiver, if
any.
Subject: Subject of the e-mail (in 3 to 4
words)
Salutation: Dear/Respected
Prepared by: Dipakbhai V. Parikh
Body of the e-mail:
1st paragraph-introduction of the writer
and purpose of e-mail.
2nd paragraph-conclusion (in two or three
sentences)
Closure:
Yours truly/faithfully,
ABC/XYZ/Name given in introduction
Prepared by: Dipakbhai V. Parikh
Attachments:
Name the attachments if any, such as
copy of business documents, letters,
photo, photo id, etc.
- Attachments are like enclosures. They
are copies of documents you attach
with the e-mail.
Prepared by: Dipakbhai V. Parikh
Format of an Informal E-mail:
From: e-mail address of the writer/sender
of the e-mail
To
: e-mail address of the receiver
CC : e-mail address of other receiver, if
any.
Subject: Subject of the e-mail (in 3 to 4
words)
Salutation: Dear/
Prepared by: Dipakbhai V. Parikh
Body of the email:
1st paragraph- where abouts and updates
of the sender.
2nd paragraph- purpose of e-mail
3rd paragraph- conclusion/regards to
elders/love to young ones.
Closures:
Cheers/Regards,
ABC/XYZ/Name given
Prepared by: Dipakbhai V. Parikh
Attachments:
Name of the attachments if any, such as
copy of invitation cards, photographs,
etc.
-Attachments are like enclosures. They
are copies of documents you attach with
the e-mail.
The End
Prepared by: Dipakbhai V. Parikh