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Email : Introduction,
drafting effective email,
email etiquettes
 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.
 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.
Email Format
Email messages contain these segments :
 Heading
 Salutation
 Body
 Closing
 Signature
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).
 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:".
 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.
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
BODY
 The body of an email messages describes,
explains and discusses the central idea of the
email.
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
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.
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.
Organize the message.
Write first draft.
Revise carefully.
Write final draft.
Email etiquettes
 Follow established email
conventions :
Do not send confidential, complex,
embarrassing or sensitive messages.
Check Mailbox Daily:
Mailbox should be checked daily to
respond swiftly. If one cannot
respond due to some reason an
acknowledgement should be
emailed.
Be correct : Maintain accuracy of
information and accuracy of
presentation.
Be formal : Avoid informal words
and style.
Maintain Readability : Make
your message readable by
using headings , subheadings ,
listings etc.
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.

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Electronic mail : 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.