professional communication: email correspondence

EMAIL CORRESPONDENCE

Presented by:

Samia Rowzatul Rahman

Naima Akter Bristy

Mohammad Mustafizur Rahman

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Why email is important?

IMPORTANCE

Cost affordable

Easy to use

Less time consuming

Confirmed immediately

Time friendly

It includes attachment

Improve individual and corporate professionalism

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What is the structure of email?

STRUCTURE

From

Date

To

CC

Subject

Salutation

Body

Leave Taking

Sign off

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Sample of Email Structure

Sample of Email Structure(cont'd)

What will be the style of an email?

STYLE

Avoid long introduction or detailed

references

Better to start with warm up sentences

Maintain a professional tone

Try to reduce the use of punctuation

marks

STYLE (cont'd)

Use only standard abbreviations

Avoid shortened forms

Highlight with different forms

End with courteous word or sentence

Example: Personal (Informal) Email

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Example: Semiformal Email

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Example: Formal Email

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Guidelines for Using Email

GUIDELINESBackground and status of the receiver

Check the write-up

How the write-up looks on screen

Let your subject be specific, appropriate and

meaningful

Use bullets or numbers if needed

GUIDELINES(cont'd)

Examine your inbox and delete all

unwanted emails

Set up filters and different folders

according to the subjects

Use CC or BCC when it is necessary

Log out or sign off from your account

SECURITY AND PRECAUTIONS

SECURITY AND PRECAUTIONS(cont'd)

Do not use this medium in all your contacts

Do not reveal your identity to a stranger

Keep your personal information personal

Do not give your email in any unnecessary

websites

Keep your anti-virus software up-to-date

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SECURITY AND PRECAUTIONS(cont'd)

Do not reply to spam or forward chain emails

Do not open attachments from strangers

Use a strong passwords and set up two-step

verification

Change your password and keep it safe

Disconnect from the internet

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SECURITY AND PRECAUTIONS(cont'd)

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SECURITY AND PRECAUTIONS(cont'd)

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