Prepared By:Dipakbhai V. Parikh Principal, E-MAIL WRITING Prepared By:Dipakbhai V. Parikh Principal, Vakal Vidyalaya,Refinary Road Bajuwa, Ta.&Dist. Baroda Prepared by: Dipakbhai V. Parikh

Prepared by: Dipakbhai V. Parikh

What is E-Mail Writing? E-mail is electronic mail. It is the exchange of stored communication of computer through telecommunication. These messages are in a text form. They are sent from one computer to another through telephone lines and stored in a remote computer till the receiver goes through them. Prepared by: Dipakbhai V. Parikh

Today E-mail writing is used for correspondence Today E-mail writing is used for correspondence. It is cheaper, quicker and doesn’t require filling of correspondence in bulky files. Hard copies of important information can be taken and rest can be read and be deleted. E-mail has a certain format. Please don’t use words like ‘yr’ for ‘your’ as this is test of a language and no short cuts should be used. Instead of the Addresses name and address use his E-mail identification code. Prepared by: Dipakbhai V. Parikh

E-mail is speedy and cheap. E-mail is good for taking appointments If the mail requires copies to be sent –Use CC- and mention Id of receiver. Advantages of E-mail: E-mail is speedy and cheap. E-mail is good for taking appointments with busy people. E-mail can distribute information quickly to many people at the same time. E-mail is useful when urgent queries Prepared by: Dipakbhai V. Parikh

- and responses are to be given. E-mail can be used to distribute large amount of information. E-mail save paper. It is possible to communicate frequently over E-mail. Some disadvantages of E-mail: -E-mail can become time consuming for answering complicated questions. Prepared by: Dipakbhai V. Parikh

- E-mail may be impersonal or misunderstood. -Misunderstanding may arise because of cultural differences in the interpretation of certain words. -The security of an organization is compromised as sensitive information can be easily distributed accidently or deliberately through E-mail. - E-mail may be impersonal or misunderstood. Prepared by: Dipakbhai V. Parikh

Bcc: (This stands for Blind Courtesy Copy- Parts of an E-mail: Although various mailing sites differ, the elements are standardized. To: (This is the recipient of your mail for example: astra.helbut@rstu.com) CC: (This stands for courtesy copy , you mark a courtesy copy to someone you wish to keep informed about this communication. Bcc: (This stands for Blind Courtesy Copy- Prepared by: Dipakbhai V. Parikh

The message: (This is where you will type your message.) -this is a third person whom you mark the mail to without letting the original recipient know about it.) Subject: (This is where you write a few clear and crisp words to indicate the key contents or topics of your mail. Attachment: (This is a facility provided for you to send files along with your mail.) The message: (This is where you will type your message.) Prepared by: Dipakbhai V. Parikh

(1) Heading : (Left alligned) - E-mail Id of sender. If the mail requires copies to be sent –Use CC- and mention Id of receiver. Steps to be followed: (1) Heading : (Left alligned) - E-mail Id of sender. E-mail Id of receiver. Date CC (If needed) Id of receiver or name. Prepared by: Dipakbhai V. Parikh

Dear Sir/Madam/Dear, Mr…..,Dear Rita, Dear mother etc. (4) Body: (2) Subject: It states the purpose of the E-mail in one sentence. (Underline the subject) (3) Salutation: Dear Sir/Madam/Dear, Mr…..,Dear Rita, Dear mother etc. (4) Body: Divide into paragraphs. First paragraph states the purpose, the second paragraph- Prepared by: Dipakbhai V. Parikh

-states the details and the concluding paragraph clinches the subject. (5) The complimentary close: Here are a few forms of complimentary close. E-mail Complimentary close Formal Business letter Yours faithfully Informal Letter(friend/ Yours lovingly/ relative) Regards Prepared by: Dipakbhai V. Parikh

E-mail Complimentary close Personal name in salutation Yours sincerely To the editor Yours truly To the Principal or teacher Yours obediently (6) Signatory’s name: - Below complimentary close with position/designation. (7) Enclosures: - May/may not be there. These enumerate whatever is appended to the main mail. Prepared by: Dipakbhai V. Parikh

Tips for writing a good E-mail: For example, in a business mail, it could be the documents you attach to the hard copy if any you are sending. Tips for writing a good E-mail: -Create an Id with your name in it, avoid sending official mails from Ids that appear like –cartic74@xyz.com. - Write a meaningful subject line. Recipients scan the subject line in order to Prepared by: Dipakbhai V. Parikh

-decide whether to open, forward , file, or trash a message -decide whether to open, forward , file, or trash a message. Remember- your message is not the only one in your recipient’s mailbox. Before you hit “send”, take a moment to write a subject line that accurately describes the content. -If you don’t put a subject line on your E-mail, you are sending the message that your name in the “From” line is all your recipient should need in order to make it a top priority. That could come across as arrogant, or at the very least, thoughtless. Prepared by: Dipakbhai V. Parikh

Important things to remember: Do not cc the world. Mark the mails to only those people who really need to know. Write your mail from the reader’s perspective, keeping the reader in mind. If the recipient is unknown to you it is best to begin by writing Dear Sir/Madam If you know the recipient’s name, you – Prepared by: Dipakbhai V. Parikh

-should write- Dear Mrs. Ghosh/Ms. Ghosh Or Mr. Patil. -Use opening lines to: (1) make a reference to previous correspondence. (2) Explain why you are writing to the recipient and (3) Share how you got the recipient’s reference and contact details. Prepared by: Dipakbhai V. Parikh

1. Thank you for expressing interest in our product. Addressing the recipient in the first line, the message itself helps to capture their attention and personalizes the message-this can be done by the word you or yours- for example- 1. Thank you for expressing interest in our product. 2. With reference to your advertisement dated….. Make a draft of your mail on paper or in a separate document. Prepared by: Dipakbhai V. Parikh

-If possible get someone to read the mail once before sending it. -Reread it once you finish to see if you have communicated with clarity and have covered all the points in a logical manner. -If possible get someone to read the mail once before sending it. - Be brief and to the point, do not use complicated jargon or abbreviations. Prepared by: Dipakbhai V. Parikh

Format of a Formal E-mail From: e-mail address of the writer/sender of the e-mail To : e-mail address of the receiver CC : e-mail address of other receiver, if any. Subject: Subject of the e-mail (in 3 to 4 words) Salutation: Dear/Respected Prepared by: Dipakbhai V. Parikh

1st paragraph-introduction of the writer and purpose of e-mail. Body of the e-mail: 1st paragraph-introduction of the writer and purpose of e-mail. 2nd paragraph-conclusion (in two or three sentences) Closure: Yours truly/faithfully, ABC/XYZ/Name given in introduction Prepared by: Dipakbhai V. Parikh

Attachments: Name the attachments if any, such as copy of business documents, letters, photo, photo id, etc. - Attachments are like enclosures. They are copies of documents you attach with the e-mail. Prepared by: Dipakbhai V. Parikh

Format of an Informal E-mail: From: e-mail address of the writer/sender of the e-mail To : e-mail address of the receiver CC : e-mail address of other receiver, if any. Subject: Subject of the e-mail (in 3 to 4 words) Salutation: Dear/ Prepared by: Dipakbhai V. Parikh

1st paragraph- where abouts and updates of the sender. Body of the email: 1st paragraph- where abouts and updates of the sender. 2nd paragraph- purpose of e-mail 3rd paragraph- conclusion/regards to elders/love to young ones. Closures: Cheers/Regards, ABC/XYZ/Name given Prepared by: Dipakbhai V. Parikh

Attachments: Name of the attachments if any, such as copy of invitation cards, photographs, etc. -Attachments are like enclosures. They are copies of documents you attach with the e-mail. The End Prepared by: Dipakbhai V. Parikh