how to write mail-subroto ghosh

8/14/2019 How to Write Mail-Subroto Ghosh

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How to write MailHow to write Mail

By

Subroto Ghosh


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Why Email Etiquette is importantWhy Email Etiquette is important

Professionalism

Efficiency

Protection from liability


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FFOCUSOCUS OONN 8 C8 CSS

Clarity

Conciseness

Correctness

Completeness

Consideration

Courtesy

Construction Common Tips


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Clarity - Enhances ReadabilityClarity - Enhances Readability

horten Sentences by creating one ideaper

sentence

horten Sentences by turning nouns


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CLARITYCLARITY

The Fog FactorThis factor tells you whether your writing iscommunicating or is it foggy i.e. confusing.

How to calculate Fog Factor

Take a typical sample of about 100 to 200 words ofyourwriting. Count the number of sentences. Count all

thelong words with 3 or more syllables, excluding

propernouns.

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.


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Conciseness Get to theConciseness Get to the

PointPoint

The KISS rule

Avoid repetition

Remove redundancies


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A Leave ApplicationA Leave Application

Dear Sir,

My mother-in-law has expired and Im responsible

for it. Please grant me ten daysleave.

Regards,


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CorrectnessCorrectness

The Magic of Spells

Write Right

Without Punctuation, its difficult to

read

Plz Dont Abbrvt

Do not write in CAPITALS

Font Size & Font Colour

Verb Usage


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CompletenessCompleteness

Answer all questions asked Check for the Five Ws - Who,What, When, Why, Where

Use Facts & figures


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ConsiderationConsideration

Use the YOU attitude

Dont use that TONE with me

Be Gender - Neutral


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CourtesyCourtesy Mind your Ps & Qs

Do not be over Courteous and Lame

Omit expressions that irritate, or

belittle

Apologize only when necessary Like an arrow shot from a bow


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Poor Usage ExamplesPoor Usage Examples

No subject lineNo subject line


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ConstructionConstruction

Use a Descriptive & Catchy

Subject Line

Greet Right

Keep a Pyramid Structure

Always Use your Signature


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ConstructionConstruction

The Hot Potato ClosingThe Hot Potato ClosingThe hot potato or action item closing

technique is a means of ending a letterwith a clear understanding of what thenext step is.

While concluding your email; Mention clearly of your availability

Give the reader a clear Dead Line


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A Candidates ApplicationA Candidates Application

Dear Sir,This has reference to your advertisement calling

for a typist and an accountant Male orFemale

As I m both for the past several years and I canhandle both; I m applying for the post.

Thanks & Regards,

DingDong Patel


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Common TipsCommon Tips

Be very specific with the use of bold,italic or underline font styleParagraph and line spacing should be

legitimate and visually appealing

Read the email thrice before you send itReply with original message onlyUse proper structure & layout. If multiple

questions are asked in a mail, reply just

beneath the right question and try todistinguish with font colorDont just forward a message, mention

the course of action


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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 arebeing mailed the same matter

When in Bcc, do not reply. They aresensitive mails

Zip all Attachments. Large files useshared server or websites


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Don't reply to an email message whenangry, as you may regret it later. Oncethe message has been sent, you will

not be able to recover it Avoid religious, libelous, defamatory,

offensive, racist, communal or obsceneremarks

Do not use email to discuss confidentialinformation

Do not use Jargons unless you know itsmeaning

If an email discussion doesnt end in 1-2


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Poor Usage ExamplesPoor Usage Examples

Discussion that could have been done onDiscussion that could have been done on

the phonethe phone


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Towards A Helpful PositiveTowards A Helpful Positive

ImageImage

Positive language will more likely elicit cooperationrather than argument or confrontation

Negative: We regret to inform you that we cannot

process your application, since you have neglectedto

provide sufficient information. Please complete ALLsections of the attached form and return it to us.

Positive: Congratulations on your decision to starta new business. To process your application we need

someadditional information. If you return the attached

form,

with highlighted areas, filled in, we will be able to


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RememberRemember DONT ALWAYS USE OUTLOOK

Just because email is easier, pick

up the phone or meet in person.Dont hide behind your computermonitor!

Constructive confrontation ordisagreements do NOT getresolved in email


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