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Almazbek Suiunbekov
Almazbek Suiunbekov

The document provides guidance on proper email etiquette and structure for professional communication, including tips for clear subject lines, direct openings and closings, organizing information with lists, attaching files, replying versus replying all, forwarding messages, and avoiding all capital letters or poor spelling. Guidelines are given for common email situations like requesting an address, announcing new policies or programs, and sharing information in a forwarded message.

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Workshop for Resident Assistants Paul Drosnes October 29th, 2015 https://youtu.be/MHuBrsPRUI8 Professional Communication Techniques: E-mail
E-Mails How many e-mails do you send/receive in day? What are the most common purposes for your e-mails? When is an e-mail the best option for correspondence? What problems have you experienced with e-mail? http://www.talkenglish.com/LessonDetails.aspx?ALID=463 Professional & Social
E-mail  5 Main Components 1. Subject (Always write a subject!)  + Sender/Recipient contact information + date and time of message (automatic) 2. Opening  Tell why you are writing 3. Focus  Get to the main point 4. Action  Tell what should happen next  What will you do? What should they do? 5. Closing  Be positive
Compare the following sets of message openers. Choose the more direct opening. Create a subject line for the message.  An e-mail requesting information about creating a Facebook presence: A. We want to start a group page on Facebook, but we are not sure how to ensure visibility and participation, and we worry about the privacy risks and student safety. We have many questions and would like information about Facebook and social media in general. B. Please answer the following questions about creating a group page on Facebook and protecting our members from intrusions and malicious attacks.  Subject Line:
Compare the following sets of message openers. Choose the more direct opening. Create a subject line for the message.  An e-mail announcing a new tutoring program: A. Those interested in enrolling in our new tutoring program are invited to an orientation meeting on November15. B. For several years we have studied the possibility of offering a tutoring option for those students who are struggling academically. Until recently, our administrative team was unable to agree on the exact parameters of this benefit, but now some of you will be able to take advantage of this option.  Subject Line:
Compare the following sets of message openers. Choose the more direct opening. Create a subject line for the message.  An e-mail message announcing a student satisfaction survey:  We have noticed recently increased absences among our students. We are concerned about this troubling development and would like to study its causes. We have asked the counseling center to gauge the attitudes of our students in confidential qualitative interviews.  The counseling center will soon conduct in-depth qualitative interviews to explore the satisfaction among our students and recommend strategies to stem the tide of recent absences.  Subject Line:
Compare the following sets of message openers. Choose the more direct opening. Create a subject line for the message.  A message announcing a new procedure:  It has come to our attention that some students write blogs, sometimes publicly addressing sensitive university information. We respect the desire of students to express themselves and would like to continue allowing the practice, but we decided to provide binding rules to ensure the university’s and the bloggers’ safety.  The following new policy for blog authors will help students to create posts that will maintain the integrity of the university’s sensitive information and keep the writers safe.  Subject Line:
Asking for and providing an Email Address  Email is a daily part of life. Everybody uses email as a way to communicate quickly.  Whenever you send an email to an account that doesn't exist, you get an automated email saying the mail was not delivered.  How can you ask to confirm someone’s Email address?
Symbols & Punctuation  How would you dictate this email address? charlieSmith@sales_new-mail.co.uk
Symbols & Punctuation Symbol Name / Description charlieSmith “all one word” c Small / little / lower case c S Big / capital / upper case S @ At _ Underscore - Hyphen . Dot Pronounced: .com, .org, .gov, .biz, info, .net Spelled: .edu, .int, .co, .uk, .fr, .de / Slash backslash Now can you use these terms to dictate the email address? charlieSmith@sales_new-mail.co.uk
High-Skim Techniques  Break up long paragraphs into itemized lists  Introduce lists with a complete sentence  Tell what you are listing and explain the importance  Use consistent structures within lists  Grammatical similarity makes the information easier to understand  Ex.: All nouns, all verb phrases, all questions
High-Skim Techniques CORRECT INCORRECT The list of what I will need is below. Please make the following arrangements. Here is what I will require:  Accommodation for two nights  Airport transportation  Translator for three days I’ll be there for two nights and need a non- smoking room. I will also need to be picked up at the airport and would like to have a translator help me during my visit. Please make these arrangements. We will need:  I need transportation from the airport  Visiting for two nights  Non-smoking room  Arrange for a translator
Attachments  Explain all attached files within the message  Inform the audience about the significance of each attachment  Specify expected actions and timelines clearly  Name files clearly  Use descriptive, abbreviated file names
Reply and Reply All  When you reply all, it goes out to everyone on the To line and the CC line. Reply only goes to the sender. When we send out a mail to many people, you might see a sentence that says 'little 'r' me'. This means to use the small R instead of the Big R. That basically means to reply only to me instead of replying to everyone on the mail thread. A mail is also referred to as a thread. That is because a mail can go on back and forth among many people so it becomes a chain of mail that started from one email. This next sentence is not a spoken sentence. It's a common sentence used in email when someone forgets to send to everyone. 'Resending to include everyone.' If you see this, that means the person sent a reply to the sender instead of replying all.
Forwarding Mail  Sometimes you will need to share a message that was sent to you with another person.  You can forward the message to someone who needs the information, but remember to provide some introduction to the forwarded message and an explanation of why it is important to the new recipient.  You may also consider changing the subject so the new audience understands the context
E-Mail Guidelines 1. Don’t send messages in all capital letters. Typing in all capital letters shows anger or impatience. 2. Try to respond to e-mails immediately. Let the sender know you’ve received the message. If you don’t have time to respond completely, send a message saying when you will be able to respond. 3. Re-read your e-mails before you send them. The recipient may not understand that you are saying something in a humorous way, for example. 4. Write a short and specific description of your message in your subject line. 5. If your e-mail program has a spell-check feature, use it.
Closing  Simone Smith Video and Resource  http://hubpages.com/video/Best-Business-Letter- Closings-Letter-Closing-Salutations  57 Ways to Sign-Off on an E-Mail  http://www.forbes.com/sites/susanadams/2013/09/27/57- ways-to-sign-off-on-an-email/

More Related Content

e-mail

  • 1. Workshop for Resident Assistants Paul Drosnes October 29th, 2015 https://youtu.be/MHuBrsPRUI8 Professional Communication Techniques: E-mail
  • 2. E-Mails How many e-mails do you send/receive in day? What are the most common purposes for your e-mails? When is an e-mail the best option for correspondence? What problems have you experienced with e-mail? http://www.talkenglish.com/LessonDetails.aspx?ALID=463 Professional & Social
  • 3. E-mail  5 Main Components 1. Subject (Always write a subject!)  + Sender/Recipient contact information + date and time of message (automatic) 2. Opening  Tell why you are writing 3. Focus  Get to the main point 4. Action  Tell what should happen next  What will you do? What should they do? 5. Closing  Be positive
  • 4. Compare the following sets of message openers. Choose the more direct opening. Create a subject line for the message.  An e-mail requesting information about creating a Facebook presence: A. We want to start a group page on Facebook, but we are not sure how to ensure visibility and participation, and we worry about the privacy risks and student safety. We have many questions and would like information about Facebook and social media in general. B. Please answer the following questions about creating a group page on Facebook and protecting our members from intrusions and malicious attacks.  Subject Line:
  • 5. Compare the following sets of message openers. Choose the more direct opening. Create a subject line for the message.  An e-mail announcing a new tutoring program: A. Those interested in enrolling in our new tutoring program are invited to an orientation meeting on November15. B. For several years we have studied the possibility of offering a tutoring option for those students who are struggling academically. Until recently, our administrative team was unable to agree on the exact parameters of this benefit, but now some of you will be able to take advantage of this option.  Subject Line:
  • 6. Compare the following sets of message openers. Choose the more direct opening. Create a subject line for the message.  An e-mail message announcing a student satisfaction survey:  We have noticed recently increased absences among our students. We are concerned about this troubling development and would like to study its causes. We have asked the counseling center to gauge the attitudes of our students in confidential qualitative interviews.  The counseling center will soon conduct in-depth qualitative interviews to explore the satisfaction among our students and recommend strategies to stem the tide of recent absences.  Subject Line:
  • 7. Compare the following sets of message openers. Choose the more direct opening. Create a subject line for the message.  A message announcing a new procedure:  It has come to our attention that some students write blogs, sometimes publicly addressing sensitive university information. We respect the desire of students to express themselves and would like to continue allowing the practice, but we decided to provide binding rules to ensure the university’s and the bloggers’ safety.  The following new policy for blog authors will help students to create posts that will maintain the integrity of the university’s sensitive information and keep the writers safe.  Subject Line:
  • 8. Asking for and providing an Email Address  Email is a daily part of life. Everybody uses email as a way to communicate quickly.  Whenever you send an email to an account that doesn't exist, you get an automated email saying the mail was not delivered.  How can you ask to confirm someone’s Email address?
  • 9. Symbols & Punctuation  How would you dictate this email address? charlieSmith@sales_new-mail.co.uk
  • 10. Symbols & Punctuation Symbol Name / Description charlieSmith “all one word” c Small / little / lower case c S Big / capital / upper case S @ At _ Underscore - Hyphen . Dot Pronounced: .com, .org, .gov, .biz, info, .net Spelled: .edu, .int, .co, .uk, .fr, .de / Slash backslash Now can you use these terms to dictate the email address? charlieSmith@sales_new-mail.co.uk
  • 11. High-Skim Techniques  Break up long paragraphs into itemized lists  Introduce lists with a complete sentence  Tell what you are listing and explain the importance  Use consistent structures within lists  Grammatical similarity makes the information easier to understand  Ex.: All nouns, all verb phrases, all questions
  • 12. High-Skim Techniques CORRECT INCORRECT The list of what I will need is below. Please make the following arrangements. Here is what I will require:  Accommodation for two nights  Airport transportation  Translator for three days I’ll be there for two nights and need a non- smoking room. I will also need to be picked up at the airport and would like to have a translator help me during my visit. Please make these arrangements. We will need:  I need transportation from the airport  Visiting for two nights  Non-smoking room  Arrange for a translator
  • 13. Attachments  Explain all attached files within the message  Inform the audience about the significance of each attachment  Specify expected actions and timelines clearly  Name files clearly  Use descriptive, abbreviated file names
  • 14. Reply and Reply All  When you reply all, it goes out to everyone on the To line and the CC line. Reply only goes to the sender. When we send out a mail to many people, you might see a sentence that says 'little 'r' me'. This means to use the small R instead of the Big R. That basically means to reply only to me instead of replying to everyone on the mail thread. A mail is also referred to as a thread. That is because a mail can go on back and forth among many people so it becomes a chain of mail that started from one email. This next sentence is not a spoken sentence. It's a common sentence used in email when someone forgets to send to everyone. 'Resending to include everyone.' If you see this, that means the person sent a reply to the sender instead of replying all.
  • 15. Forwarding Mail  Sometimes you will need to share a message that was sent to you with another person.  You can forward the message to someone who needs the information, but remember to provide some introduction to the forwarded message and an explanation of why it is important to the new recipient.  You may also consider changing the subject so the new audience understands the context
  • 16. E-Mail Guidelines 1. Don’t send messages in all capital letters. Typing in all capital letters shows anger or impatience. 2. Try to respond to e-mails immediately. Let the sender know you’ve received the message. If you don’t have time to respond completely, send a message saying when you will be able to respond. 3. Re-read your e-mails before you send them. The recipient may not understand that you are saying something in a humorous way, for example. 4. Write a short and specific description of your message in your subject line. 5. If your e-mail program has a spell-check feature, use it.
  • 17. Closing  Simone Smith Video and Resource  http://hubpages.com/video/Best-Business-Letter- Closings-Letter-Closing-Salutations  57 Ways to Sign-Off on an E-Mail  http://www.forbes.com/sites/susanadams/2013/09/27/57- ways-to-sign-off-on-an-email/