EMAIL ABC's CHARLTON N. 7TH PER. 3/30/16
Published on Mar 30, 2016
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MORE DECKS TO EXPLORE
PRESENTATION OUTLINE
ACRONYMS -
Keep abbreviations to a few of the most commonly used ones.
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BE SURE TO DOUBLE CHECK -
Making sure you send your email to the right person.
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CLUTTERED E-MAILS -
waste time and effort. The minimum amount of content necessary to provide context for the conversation.
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DEFAULT SETTINGS
Some e-mail
programs cannot "read" fancy fonts, unusual colors, or unique formatting.
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EXCESSIVE PUNCTUATION
The importance of your text should
speak for itself.
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FLAMING
Reread every e-mail you write before sending it,
to make sure your message won't be read as "FLAMING."
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GRAMMAR COUNTS
Use correct spelling, grammar, and punctuation in your e-mails. Always proofread and spell-check.
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HUMOR
sarcasm, or irony easily can be misinterpreted in an e-mail, where tone of voice is lost. If you must use humor,
consider including a simile or emoticon to clarify your meaning.
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SUBJECT LINE
Choose a subject that will be meaningful -- and memorable -- to both you and the
recipient(s).
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JUDGEMENT
is essential when forwarding e-mails. Be absolutely sure that the people you're e-mailing appreciate the same
kind of humor you do, and remember, there can be too much of a good thing. Only send the very best.
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FEWER THAN 75 CHARS.
Not all e-mail programs recipient(s) might receive lines that run on interminably.
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MANNERS
Make requests politely. Say "please" and "thank you" when necessary. Just because you can't see the person you're talking to, doesn't mean the rules of etiquette can be ignored.
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NOT MADE PUBLIC
No e-mail is completely private and, even if you
"delete" a message, a computer expert probably can retrieve it.
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CAN BE DANGEROUS
Many experienced e-mailers simply won't take the risk. When
sending an attachment, always include a personal message in the body of the e-mail, so the recipient will know that it's
safe to open.
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PRIVACY
When forwarding an
e-mail to more than one recipient, address the e-mail to yourself and Bcc: (Blind Carbon Copy) everyone else. The
addresses entered as BCC: Won't appear on the delivered e-mails.
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Quick! Get to the point!
When composing an e-mail, use the triangle form of writing. Place the most important
information in the first paragraph and add details in ensuing paragraphs.
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SPAM
confirms to the spammer that your e-mail address is active, and results in
even more spam.
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SALUTATION
If you don't know the full name or gender of the person you're e-mailing, use
what you do know: "Dear Sal U. Tation," for example.
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TIME MATTERS
Reply to e-mails within 24 hours if at all possible. Do not, however, respond at all to e-mails from people
you don't know.
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UPPER CASE WORDS
LOOK LIKE SHOUTING. ONLY USE UPPER CASE WORDS WHEN TRYING TO MAKE A POINT.
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ATTACHMENTS
can crash recipients' e-mail programs -- or worse, their servers. Send a URL instead -- or ask the recipient's permission to send the file.
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WARNINGS
about murderers in malls, recalled medications, computer viruses, or similar terrifying tales invariably are
false. If you feel that you must forward one, check it out first at sites such as Urban Legends.
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EXTRANEOUS INFORMATION
characters, e-mail addresses, subject lines, and repetitious text waste time by forcing
recipients to scroll through many lines of e-mails to find the meat of the mail. When forwarding an e-mail, delete all
unnecessary text and graphics.
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TONE
in an e-mail should reflect who the recipient is, not the communication medium you're using. Many users see
e-mail as an informal method of communication; it is not.
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