Email : Introduction, drafting effective email, email etiquettes

1. Email : Introduction,
drafting effective email,
email etiquettes

2.  Electronic mail, commonly called email or
e-mail, is a method of exchanging digital
messages from an author to one or more
recipients through especially designed
computer networks.

3.  Modern email systems are based on a
store-and-forward model. Email servers
accept, forward, deliver and store messages.
Neither the users nor their computers are
required to be online simultaneously; they
need connect only briefly, typically to an
email server, for as long as it takes to send or
receive messages.

4. Email Format
Email messages contain these segments :
 Heading
 Salutation
 Body
 Closing
 Signature

5. Heading
 The Heading includes :
 Date: The local time and date when the
message was written. It appears
automatically.
 From: The email address, and optionally the
name of the author(s).

6.  To: The email address(es), and optionally
name(s) of the message's recipient(s).
 Subject: A brief summary of the topic of the
message. Certain abbreviations are
commonly used in the subject, including
"RE:" and "FW:".

7.  Bcc: Blind Carbon Copy; addresses added to
the SMTP delivery list but not (usually) listed
in the message data, remaining invisible to
other recipients.
 Cc: Carbon copy; Many email clients will
mark email in your inbox differently
depending on whether you are in the To: or
Cc: list.

8. SALUTATION
 A salutation should be used if email is meant for a
person outside the sender’s organization.
 The same name as in the To line can be used with a
title Ms., Mr., Mrs. or Dr.
 Salutation may be omitted if an email is being used
to send information inside the sender’s organization.
E g.-
 Dear Dr. Singh
 Dear Samuel

9. BODY
 The body of an email messages describes,
explains and discusses the central idea of the
email.

10. CLOSING
An external email message may be
concluded with an appropriate closing such
as –
 Best regards
 Kind regards
 Regards
 Sincerely
 Yours faithfully
 Thank you and regards

11. SIGNATURE
 The signature line in an email message
generally contains only the writer’s name. It
may include the title and organization of the
sender.

12. Drafting Effective Emails
Identifying the problem that prompted to
write email message.
Analyzing audience to understand the
needs.
Determine the scope of the message.
Prepare an outline of the main points.

13. Organize the message.
Write first draft.
Revise carefully.
Write final draft.

14. Email etiquettes
 Follow established email
conventions :
Do not send confidential, complex,
embarrassing or sensitive messages.

15. Check Mailbox Daily:
Mailbox should be checked daily to
respond swiftly. If one cannot
respond due to some reason an
acknowledgement should be
emailed.

16. Be correct : Maintain accuracy of
information and accuracy of
presentation.

17. Be formal : Avoid informal words
and style.

18. Maintain Readability : Make
your message readable by
using headings , subheadings ,
listings etc.

19. Care about tone : Formal and
conversational tone may be used.
Personal pronouns (I, we) and
conversational contractions (he’ll,
can’t, doesn't) can be used.