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Here
are excerpts from Email Etiquette Made Easy.
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.
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 (Ill,
well, hes, shes). The attitude and culture of your company will also dictate
the amount of formality necessary.
A vending company or a florist wont 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, theres a better chance it
will be read. As an
added benefit, being concise is a good editing tool.
When youre 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.
Theyre quick for the receiver to read and easy on the
eyes. Double space
between paragraphs and dont indent.
Since people read email messages quickly, create lists. These can be read at a glance, and readers arent 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. Dont 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. Click here to order - printed version (book) Click here to order - electronic version (download now)
Regarding
Contact Information . . . An email contains none of the contact information found on a traditional, typed letters 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. Heres 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. Ill 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 youre not dashing off a note to your best friend. You are creating a professional image. Test your punctuation skills by taking this quiz. Click here to order - printed version (book) Click here to order - electronic version (download now)
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
subject 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
receivers dialogue box.
Regarding
Spelling and Typos . . .
How
did you (do, dew) on the spelling quiz?
Dont feel (too, to, two) overwhelmed if (you, ewe)
didnt do (very, vary) well.
(When, win) it comes to these words, you dont have to
memorize all of (their, theyre, 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 wont catch everything.
In fact, it may not catch anything at all. E-mail Etiquette Made Easy Content:
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 youre 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 dont 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!
Click here to order - electronic version (download now)
Need to see more? TABLE OF CONTENTS from Email Etiquette Made Easy 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
Click here to order - electronic version (download now)
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