Business Emails

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Business Emails
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Importance of Emails

• Time
• Email is quicker than snail mail
• Convenience
• Can be sent from notebooks to handhelds improving
  client accessibility
• Internal/External
• Communicates with coworkers (internal) and
  clients/vendors (external)
• Cost
• Paper-free
• Documentation
• Response to email results in virtual paper trail.

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Problems of Email

• Computer Limitations
• Lack of Privacy
• Misunderstanding of Erroneous Messages
• Casual, Unprofessional Tone
• Abbreviations (b/c , b4, 2)
• Absence of Capitalization
• Emoticons ?

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Writing Effective Email Messages
freeimages.co.uk
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The receivers email address
Carbon copy
Blind carbon copy
Email subject
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Type your email message in the text box, then
click send and it will be sent to the receivers
you have indicated in the to, Cc, and Bcc areas.
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Subject Lines

• Should be both concise and specific
• Are often scanned by recipients to decide which
  should be read immediately and which can be read
  later or deleted
• Might use all caps in times of urgency

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Recipients

• Should be carefully considered before sending or
  carbon copying
• May make a Reply to All inappropriate

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Message Length

• Should start with a salutation
• Should be brief and to-the-point
• Should be skimmed easily
• Should be read on a single screen

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Message Content
The Opening
Tells the reader why you are writing
The Focus
Tells the details about the topic
The Action
Tells what you want to happen and gives a time
frame
The Closing
Thank the reader and mention future communication
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Paragraphs

• Should not be longer than a single screen
• Could be as short as one sentence, if the
  information is important

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When Your Message Is Long

• Warn the readers that the message is long.
• Create a summary or overview of the message.
• If you require a specific response from the
  reader then be sure to request that response in
  the first paragraph of your email.
• Create headings for each major section (as
  appropriate).

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Avoid Surprises or Last Minute Requests

• Do not wait until the last minute to introduce a
  problem or concern via email.
• Express questions or concerns when you have them,
  rather than accumulating them.

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Avoid Sending a Flaming Message

• Flaming is a virtual term for venting or sending
  inflammatory messages in email.
• Avoid flaming because it tends to create a great
  deal of conflict that spirals out of control.

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Responding to a Flame

• Empathize with the senders frustration and tell
  them they are right if that is true
• If you feel you are right, thank them for
  bringing the matter to your attention
• Explain what led to the problem in question

• Avoid getting bogged down by details and minor
  arguments
• If you are aware that the situation is in the
  process of being resolved let the reader know at
  the top of the response
• Apologize if necessary

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Formatting Issues

• Avoid italics, underlined and bolded text,
  bulleted and numbered lists, tables, graphics,
  and visuals
• Use CAPITAL LETTERS to designate a heading
• Use asterisks on either side of a word to
  designate emphasis or italics

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Signatures

• Include your name at the bottom of each email you
  send.
• Can give contact information about the sender,
  such as job title, phone, fax, webpage url, and
  mailing information

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Send Attachments

• When the message is lengthy
• When visuals are an important part of the
  message
• Announce them and give a reason for them
• Formats (HTML,PDF,DOC,TXT)

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When Email Wont Work

• There are times when you need to take your
  discussion out of the virtual world and speak to
  the recipient in person.