Professional Documents
Culture Documents
Mail MGMT
Mail MGMT
Mail MGMT
from liability
FOCUS ON 8 CS
Clarity Conciseness Correctness Completeness Consideration Courtesy Construction Common Tips
Shorten Sentences by turning nouns into verbs Include examples and other visual aids when desirable
CLARITY
The Fog Factor This factor tells you whether your writing is communicating or is it foggy i.e. confusing. How to calculate Fog Factor Take a typical sample of about 100 to 200 words of your writing. Count the number of sentences. Count all the long words with 3 or more syllables, excluding proper nouns. 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. Above 3 is Distinctly Foggy.
Avoid repetition
Remove redundancies
A LEAVE APPLICATION
Dear Sir, My mother-in-law has expired and I m responsible for it. Please grant me ten days leave. Regards, N Narayan
CORRECTNESS
Write Right
Without Punctuation, its difficult to read Plz Dont Abbrvt Do not write in CAPITALS
Font
Verb Usage
COMPLETENESS
Answer all questions asked Check for the Five Ws - Who, What, When, Why, Where Use Facts & figures
CONSIDERATION
Use the YOU attitude Dont use that TONE with me Be Gender - Neutral
COURTESY
Mind your Ps & Qs Do not be over Courteous and Lame Omit expressions that irritate, or belittle
No subject line
CONSTRUCTION
Greet Right
Keep a Pyramid Structure
CONSTRUCTION
The Hot Potato Closing The hot potato or action item closing technique is a means of ending a letter with a clear understanding of what the next step is.
Mention clearly of your availability Give the reader a clear Dead Line
A CANDIDATES APPLICATION
Dear Sir,
This has reference to your advertisement calling for a typist and an accountant Male or FemaleAs I m both for the past several years and I can handle both; I m applying for the post.
Thanks & Regards, Ankit Agarwal
COMMON TIPS
Be very specific with the use of bold, italic or underline font style Paragraph and line spacing should be legitimate and visually appealing Read the email thrice before you send it Reply with original message only Use proper structure & layout. If multiple questions are asked in a mail, reply just beneath the right question and try to distinguish with font color Dont just forward a message, mention the course of action
COMMON 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 are being mailed the same matter When in Bcc, do not reply. They are sensitive mails Zip all Attachments. Large files use shared server or websites
COMMON TIPS
Don't reply to an email message when angry, as you may regret it later. Once the message has been sent, you will not be able to recover it Avoid religious, libelous, defamatory, offensive, racist, communal or obscene remarks Do not use email to discuss confidential information Do not use Jargons unless you know its meaning If an email discussion doesnt end in 1-2 replies and get the results that are necessary STOP
REMEMBER
DONT
ALWAYS USE OUTLOOK Just because email is easier, pick up the phone or meet in person. Dont hide behind your computer monitor! confrontation or disagreements do NOT get resolved in email
Constructive
THANK YOU