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Email Etiquette Made Easy

Here are excerpts from ďEmail Etiquette Made Easy.Ē  This Comprehensive Guide contains over 100 pages loaded with samples, exhibits, specific examples, and exercises.  You can even use this Guide to train others on email etiquette.

"... allowed me to see first hand the high quality of the E-Talk seminar and speaker that I can bring to my members.Ē  TN Society of CPAs

Regarding Style and Tone . . .

An email is slightly more casual in tone than a typed letter.  Yet, there is a fine line between being too casual and too formal.  The tone you want is professional, yet conversational.  To achieve this tone, try using contractions (Iíll, weíll, heís, sheís).  The attitude and culture of your company will also dictate the amount of formality necessary.  A vending company or a florist wonít be as formal as a bank or law firm.

As you compose the message, consider the person who will be reading it.  Know your audience.  If you are replying to a message, use a tone similar to that of the sender.  If you are initiating the contact, pay attention to the person at the receiving end.  For example, your tone would be different to a corporate financial guru who wears a three-piece suit than it would be if you were talking to a laid back, friendly customer service representative. 

The average office worker sends and receives 36 email messages every day.  Some people receive literally hundreds of messages daily. There is no room for fluff.  Be concise.  By keeping your message short, thereís a better chance it will be read.  As an added benefit, being concise is a good editing tool.  When youíre forced to keep it brief, your writing sounds better.  Here are several techniques for keeping your writing brief.

Regarding Format . . .

The best email sentences are short, and the best paragraphs are short.  Theyíre quick for the receiver to read and easy on the eyes.  Double space between paragraphs and donít indent. 

Since people read email messages quickly, create lists.  These can be read at a glance, and readers arenít as likely to miss something important.  Use numbers or bullets to highlight each point.  You have three options:  complete sentences, or fragments/phrases, or single words.  Just be consistent.  Donít make point number one a sentence and point number two a single word.  Whatever method you select, capitalize the first word.  Here is an example using lists.

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Regarding Contact Information . . .

An email contains none of the contact information found on a traditional, typed letterís letterhead.  You need to provide this information at the end.  Since you should only use a maximum of four lines, you may need to put multiple pieces of information on a line.  Include your full name, title, company name, phone number, and email address.

Regarding Layout . . .

Now you know how the layout of an email message differs from a written letter.  Hereís a sample showing the appropriate layout. 

Fred,

 

I look forward to our meeting on Monday, May 8 at 8:00am.  Conference Room B is on the second floor.  Iíll bring the donuts.

 

Regards,

 

Kelly J.  Watkins

President, Expressive Concepts

1806 Oak Grove Dr.  New Albany, IN  47150

(812) 246-2424  or  kelly@keepcustomers.com

 

Your Source for Motivational Keynotes & Communication Training

For FREE tips:  http://www.keepcustomers.com

Past President, National Speakers Association/KY

Regarding Punctuation and Grammar . . .

No matter how informal the tone of your email message, the standards of written English still apply.  Sending an email is not a license to throw out the rules.  Little things like grammar, punctuation, and spelling still count.  Remember youíre not dashing off a note to your best friend.  You are creating a professional image.  Test your punctuation skills by taking this quiz.

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Regarding Subject Lines . . .

Not only is it a challenge to get your email messages read, it is often a problem to even get them opened.  The subject line is the gatekeeper.  Since what you write there determines whether the message is viewed, it is the most important line in your email. 

Be specific.  Your ďsubjectĒ box will allow you to type as much as you want, but be careful.  Only part of that (approximately 25-35 characters) will be viewed in the receiverís dialogue box. 

Regarding Spelling and Typos . . .

How did you (do, dew) on the spelling quiz?  Donít feel (too, to, two) overwhelmed if (you, ewe) didnít do (very, vary) well.  (When, win) it comes to these words, you donít have to memorize all of (their, theyíre, there) meanings.  The (key, quay) is to use this quiz as a (cue, queue) to recognize which words to look up.  Remember the spell checker wonít catch everything.  In fact, it may not catch anything at all.

 E-mail Etiquette Made Easy Content:

  • Learn to communicate professionally, and save time by writing e-mail messages more effectively.

  • Avoid embarrassing e-mail blunders that could jeopardize your credibility or cost you customers.

  • No theory here.  Discover practical techniques for improving your email communication.

 E-mail Etiquette Made Easy Format:

This Comprehensive Guide (100+ pages) is written in plain English with an easy-to-read format that lets you learn in a hurry.  Each chapter contains a summary, so you can learn at-a-glance or reinforce what you just read.  The book is filled with specific examples and numerous exercises that allow you to apply what youíre reading.  You can even use this Guide as a training tool and teach others about email etiquette.

Download this book now!

You can have this information immediately.  No driving to the bookstore or waiting for the mail carrier.  No paying for shipping and handling.  Simply click the button below.  After providing your credit card number and receiving authorization, the book will download to your hard drive.  Now, you can read the book on the screen, or print it.

Note:  You must have Adobe Acrobat Reader in order to read this book.  If you donít have it, click below to access it FREE.    

 

 

Price =

$19 for the electronic version (download now)

       OR

$24 + S&H for the printed version (book)

 

What a bargain!  Consider how much just one mistake in an email to a customer could you cost you in lost goodwill, lost professional image, or lost revenue

Don't be lost; order now!

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TABLE OF CONTENTS  from ďEmail Etiquette Made EasyĒ

by Kelly J. Watkins, MBA

Chapter 1

Overview

Book Objectives     

Introduction 

Chapter 2

Choosing the best Method of Communication     

Objectives  

Introduction 

Selecting the Most Appropriate Method of Communication                         

Reviewing the Situation to Determine the Best Method of Communication                        

Summary  

Chapter 3

Time Management    

Objectives 

Introduction  

Overwhelming                    

Small Business Owners      

Client Correspondence                   

Filters         

Subscriptions  

Joke Lists   

Prioritization                  

Time Management Plan for Reading       

Pre-Planning for Sending 

Summary     

Chapter 4

Tone and Content

Objectives   

Introduction

Write with the Appropriate Tone            

Create Concise Content        

Format        

Summary     

Chapter 5

Greetings, Closings, and Contact Information         

Objectives   

Introduction

Greetings    

Closings      

Signature    

Tag Lines    

Consistent Layout          

Summary     

Chapter 6

Professional Image             

Objectives   

Introduction

Punctuate for Clarity       

Avoid Offending by Using Proper Grammar    

Recognize that Spelling Counts                 

Summary     

Chapter 7

Special Vocabulary         

Objectives   

Introduction

History        

Definition of Emoticons   

Jargon and Miscommunication                

Summary     

Chapter 8

Mechanics              

Objectives  

Introduction

Subject Line

Receipt Verification

Acknowledgment                  

Wrong Recipient    

Reply           

Enclosures  

Carbon Copy                    

Multiple Recipients

Forwarding

Screen Appearance

Flames       

Think Before You Send  

Summary   

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EMAIL ETIQUETTE MADE EASY