Emailing

Parts of an Email
1. From
2. To 3. CC (carbon copy) 4. BCC (bi-carbon copy) 5. Date

Business Letter Date

Senders Address
Insider Address Salutation Body Closing Enclosures Typist Initials

6. Subject
7. Opening 8. Body

9. Closing
10. Signature Block 11. Attachments

From To Date Greeting Subject

Parts of Email

Body

Closing Signature

From To Date

Parts of Email
CC

Greeting

Subject

Body

Parts of Email
Body

Signature Block

Attachments

Parts of Email
Even though there are many different parts of an email, we dont have to worry about some of them.

Two reasons:
1. The computer does it automatically. 2. Other options you have to provide. Remember that you must be correct!

1. The computer does it automatically

2. Conventions of email

Types of Email:
1. Personal
2. Business
Both of these types of email have different conventions that most people will follow.

Parts of Email
1. From automatic required

2. To
3. CC (carbon copy)

optional
optional automatic required

4. BCC (bi-carbon copy)

5. Date

6. Subject

Parts of Email
7. Opening
8. Body optional required optional optional optional

9. Closing
10. Signature Block

11. Attachments

How to write an email: Step-by-Step

1. Write appropriate email addresses correctly in the To, CC, and/or BCC fields. 2. Write the subject of the email. Be sure that the subject aptly identifies the topic of the email. 3. Write an appropriate greeting based on the level of formality and familiarity with the reader. (optional)

How to write an email: Step-by-Step

4. Write the body of the letter. Most people do not indent the paragraphs; instead, they use the block style and skip a single line between paragraphs

5. Write a closing punctuated with a comma (optional)

6. Sign your name (optional) 7. Attach documents (optional)

How to write an email: Step-by-Step

Spell Check
Send

brentallensimoneaux@gmail.com bsimoneaux@berry.edu Birthday Wishes!

Mr. Simoneaux,

birthday I just wanted to wish you a happy birtday and let you know that I bought you a new car as a present. You can pick the keys up tomorrow!
Take care, Michael

Email Etiquette

Why is Email Etiquette Important?

We interact more and more with the written word all the time. Without immediate feedback from the reader, its easy to be misunderstood.

Elements of Email Etiquette

Basics Tone Attachments Complaints Good topics for email Bad topics for email

Email Etiquette
How do I compose an email to someone I don't know? There are a few important points to remember when composing email, particularly when the email's recipient is a superior and/or someone who does not know you.

Email Etiquette
How do I compose an email to someone I don't know? 1. Be sure to include a meaningful subject line; this helps clarify what your message is about and may also help the recipient prioritize reading your email.

Email Etiquette
How do I compose an email to someone I don't know? 2. Just like a written letter, be sure to open your email with a greeting like Dear Dr. Jones, or Ms. Smith:

Email Etiquette
How do I compose an email to someone I don't know? 3. Use standard spelling, punctuation, and capitalization. THERE'S NOTHING WORSE THAN AN EMAIL SCREAMING A MESSAGE IN ALL CAPS.

Email Etiquette
How do I compose an email to someone I don't know? 4. Be friendly and cordial, but don't try to joke around (jokes and witty remarks may be inappropriate and, more commonly, may not come off appropriately in email)

Email Etiquette
What are some guides for continuing email conversations? 1. Once you have exchanged emails with a person on a given subject, it is probably OK to leave greetings out of your followup emails.

Email Etiquette
What are some guides for continuing email conversations? 2. Try to respond within a reasonable time frame, though "reasonable" will depend on the recipient's expectations and the subject being discussed.

Email Etiquette
What are some guides for continuing email conversations? 3. Trim back the old messages: most email clients will keep copying older messages to the bottom of an email. Delete older messages so as to keep your message size from getting too large, and to keep your messages looking clean.

Email Etiquette
What sorts of information shouldn't be sent via email? Most people do not realize that email is not as private as it may seem. Without additional setup, email is not encrypted; meaning that your email is "open" and could possibly be read by an unintended person as it is transmitted to your reader.

Email Etiquette
What sorts of information shouldn't be sent via email? Avoid sensitive information that could be potentially damaging to someone's career and/or reputation, including your own.

Email Etiquette
What sorts of information shouldn't be sent via email? Beyond email's general lack of security and confidentiality, your recipient can always accidentally hit the Forward button, leave her email account open on a computer, or print and forget that she's printed a copy of your email.

Email Etiquette
What about sending attachments?
The ease of transmitting files to a particular person makes email very attractive. However, there are some guidelines you should follow:

Email Etiquette
What about sending attachments? 1. Never send an attachment to someone you don't know the first time you contact them (unless, of course, the contact has posted a job ad requesting a resume in a Word document). They (or their computers) might think it is spam or a virus, and delete your message.

Email Etiquette
What about sending attachments?
2. Avoid unnecessarily large file sizes. Digital photos especially: most digital photos come off the camera much larger than can be viewed on screen. Learn how to resize your digital photographs.

Email Etiquette
What about sending attachments? 3. When you must send a large file or set of files, do the recipient the courtesy of sending an email telling them what you'll be sending and why.

Email Etiquette
What about sending attachments? 4. Be sure to have anti-virus software installed on your computer to scan all of your outgoing and incoming messages for viruses.

Summing it up

Remember that an email reader cannot hear your tone of voice or see your facial expressions and gestures. Write clearly, concisely, and in a manner that wont be open to misinterpretation Keep your email brief, preferably to one page. Return emails with the same promptness that you would return a telephone call. Use capitalization, punctuation, and grammar in the same way that you would in any other business document. Spell-check and proofread every email before hitting send. Write an appropriate and specific subject so the recipient knows what the email is about.

If you engage in a lengthy email dialogue and the subject changes, adjust your subject accordingly. Write a salutation or greeting for each new subject email.

Remember that emails are public documents. Dont send unnecessary attachments. If youre sending an attachment, title it in a way that will make it easy to be recognized. Explain in email why youre sending an attachment and what type of software. Dont hit reply all unless its essential that everyone on the initial distribution list see your reply. When sending a message to a large group of people, consider using the blind copy feature to protect the recipients privacy by not revealing their email addresses.
Dont type in caps; it means youre shouting.

Dont type in all lower-case letters. Include a signature line with your name, title, company, and telephone number so recipients know who you are and how to reach you. Be careful with abbreviations and acronyms. If youre not certain that your reader understands, please spell them out. Avoid sending out junk email - - if email says to forward this to everyone in your address book:, DONT. Never send an email when youre upset or angry; wait until youve calmed down. Keep business email on a business level - - - no jokes.

Activity
Write a business email in reply to the business letter that you wrote last week.

Writing Activity
Instructions:
1. Read your original business letter from the perspective of the PR Department at Nike. 2. Compose a response to the letter. 3. Include your name, class, and student numbers in the subject line of your email. 4. Send your email to the following address:

@gmail.com

Situation Two
You work in the Public Relations Department at Nike and you must respond to a letter that you just received from concerned citizens from SUT. After doing some research, you find out that the environmental impact on the newly-built factory at Nakhon Ratchasima could be very bad.

Write a business email in response to alleviate their concerns and assure them that Nike is doing everything possible to minimize the negative environmental effects. The problem is that you must be honest as you write this letter, so you must use your knowledge of rhetoric to write a letter that emphasizes the positives.

Accentuating the Positives

When you need to present negative information, soften its effects by superimposing a positive picture on a negative one. Stress what something is rather than what it is not. Emphasize what the firm or product can and will do rather than what it cannot. Open with action rather than apology or explanation. Avoid words which convey unpleasant facts.

Embedded Position
Place good news in positions of high emphasis: at the beginnings and endings of paragraphs, letters, and even sentences. Place bad news in secondary positions: in the center of paragraphs, letters, and, if possible, sentences.

Effective Use Of Space

Give more space to good news and less to bad news. Evaluate the following examples to determine whether or not they present negative information favorably.