how to write mail-subroto ghosh
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How to write MailHow to write Mail
By
Subroto Ghosh
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Why Email Etiquette is importantWhy Email Etiquette is important
Professionalism
Efficiency
Protection from liability
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FFOCUSOCUS OONN 8 C8 CSS
Clarity
Conciseness
Correctness
Completeness
Consideration
Courtesy
Construction Common Tips
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Clarity - Enhances ReadabilityClarity - Enhances Readability
horten Sentences by creating one ideaper
sentence
horten Sentences by turning nouns
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CLARITYCLARITY
The Fog FactorThis factor tells you whether your writing iscommunicating or is it foggy i.e. confusing.
How to calculate Fog Factor
Take a typical sample of about 100 to 200 words ofyourwriting. Count the number of sentences. Count all
thelong words with 3 or more syllables, excluding
propernouns.
Then apply the fog factor: Divide the number of long words by the number
of sentences.
Clear writing has a factor of less than 3.
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Conciseness Get to theConciseness Get to the
PointPoint
The KISS rule
Avoid repetition
Remove redundancies
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A Leave ApplicationA Leave Application
Dear Sir,
My mother-in-law has expired and Im responsible
for it. Please grant me ten daysleave.
Regards,
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CorrectnessCorrectness
The Magic of Spells
Write Right
Without Punctuation, its difficult to
read
Plz Dont Abbrvt
Do not write in CAPITALS
Font Size & Font Colour
Verb Usage
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CompletenessCompleteness
Answer all questions asked Check for the Five Ws - Who,What, When, Why, Where
Use Facts & figures
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ConsiderationConsideration
Use the YOU attitude
Dont use that TONE with me
Be Gender - Neutral
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CourtesyCourtesy Mind your Ps & Qs
Do not be over Courteous and Lame
Omit expressions that irritate, or
belittle
Apologize only when necessary Like an arrow shot from a bow
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Poor Usage ExamplesPoor Usage Examples
No subject lineNo subject line
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ConstructionConstruction
Use a Descriptive & Catchy
Subject Line
Greet Right
Keep a Pyramid Structure
Always Use your Signature
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ConstructionConstruction
The Hot Potato ClosingThe Hot Potato ClosingThe hot potato or action item closing
technique is a means of ending a letterwith a clear understanding of what thenext step is.
While concluding your email; Mention clearly of your availability
Give the reader a clear Dead Line
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A Candidates ApplicationA Candidates Application
Dear Sir,This has reference to your advertisement calling
for a typist and an accountant Male orFemale
As I m both for the past several years and I canhandle both; I m applying for the post.
Thanks & Regards,
DingDong Patel
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Common TipsCommon Tips
Be very specific with the use of bold,italic or underline font styleParagraph and line spacing should be
legitimate and visually appealing
Read the email thrice before you send itReply with original message onlyUse proper structure & layout. If multiple
questions are asked in a mail, reply just
beneath the right question and try todistinguish with font colorDont just forward a message, mention
the course of action
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Common TipsCommon Tips
Request delivery and Read Receipts
Use Follow Up Flags.
Use CC: field sparingly Use the Bcc: field while you do not
want all addressee to know who all arebeing mailed the same matter
When in Bcc, do not reply. They aresensitive mails
Zip all Attachments. Large files useshared server or websites
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Common TipsCommon Tips
Don't reply to an email message whenangry, as you may regret it later. Oncethe message has been sent, you will
not be able to recover it Avoid religious, libelous, defamatory,
offensive, racist, communal or obsceneremarks
Do not use email to discuss confidentialinformation
Do not use Jargons unless you know itsmeaning
If an email discussion doesnt end in 1-2
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Poor Usage ExamplesPoor Usage Examples
Discussion that could have been done onDiscussion that could have been done on
the phonethe phone
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Towards A Helpful PositiveTowards A Helpful Positive
ImageImage
Positive language will more likely elicit cooperationrather than argument or confrontation
Negative: We regret to inform you that we cannot
process your application, since you have neglectedto
provide sufficient information. Please complete ALLsections of the attached form and return it to us.
Positive: Congratulations on your decision to starta new business. To process your application we need
someadditional information. If you return the attached
form,
with highlighted areas, filled in, we will be able to
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RememberRemember DONT ALWAYS USE OUTLOOK
Just because email is easier, pick
up the phone or meet in person.Dont hide behind your computermonitor!
Constructive confrontation ordisagreements do NOT getresolved in email
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