The Use of emails is increasing day by day. Now a days everyone wants quick response and email is very helpful for that.
It has the following advantages-----
i. It is faster than a letter.
ii. It is easier to send than a fax.
iii. It is less interfering than a phone call.
iv. Difference in location and time zone do not remain an obstacle.
An email is loosely structured like conversation. There is no emphasis and appropriate words. In paper communication, the person receiving the letter may not have a chance for clarification. But when he may receive email, he can ask questions immediately.
There is another difference between email and paper communication is the appearance. What the sender sees when composing the message might not look like what the reader sees.
The visual quality of the massage may be quite different by the time it gets to someone else's screen. So the message needs to be tailored to this new medium.
Useful Subject lines
A subject line that relates clearly to the body of the e-mails will help people mentally shift to the proper context before they read your message. The subject line should be brief and in a complete sentence. It should clearly state the contents of the message. For Example:
SUBJECT : BOOK ORDER-TEACHER TRAINING
Here the subject line summarizes the most important details of the massage.
If your message is in response to another piece of email, preface the subject line with Re: or RE: (for Regarding).
SUBJECT: RE: BOOK ORDER-TEACHER TRAINING
When you know the person gets a lot of mail and you want him/her to act on your message without delay:
SUBJECT : URGENT : BOOK ORDER-TEACHER TRAINING
If you offer non-urgent information that requires no response from the other person, prefacing the subject line with FYI; (For Your Information) is not a bad idea, as in
SUBJECT : FYI : Passes for the Wild Duck
Do not use the information for your subject line. Instead, ask clearly for the specific piece of information you need.
"Are passes for 18th, 3 p.m. Show gone?"
You can make your email specific by beginning with the subject line. If you are referring to show on the 18th you can say :
"Re: Show on 18th"
and your email can read;
"Are passes for 18th, 3 p.m. show gone"
Referring to previous document becomes necessary because you may have sent the message on Friday and might not remember it on Monday morning when you see the response. But you must also avoid giving too much context. Look at he two examples given below to decide which is better and why?
A: >I've talked to Rakesh about
>price quoted by BPL. He thinks
>its too high. Neha Promised to contact HL and LG
>Any news?
>What do I do now?
B: >Rakesh has BPL: quotation. compare
> it with those HL and LG available
> with Neha
> Respond with the line of action.
The second (B) is better because it is shorter and is action oriented. It tells the receiver precisely what he should do-
(i) Compare prices from different sources.
(ii) Decide and convey subsequent action.
You must remember that greater than sign (>) appears only when you are forwarding a mail or replying to a mail without going through the process of composing a replay afresh. This sign (>) appears only at the recipient's side.
Shorter Paragraphs
Frequently email massage will be read in a document window with scroll bars. It is difficult to read a very long paragraph because half of it will outside the screen. Therefore, it will be difficult to remember the information.
Clear and Precise Prose
Keep everything short. Keep your lines short, keep your paragraph short and keep the message short. If your correspondents want more information, they can ask for it. Also note that some of your correspondents may have limits on how much disk space their email can use.
If you are sending a report to many people, then you may need to put more details in the emails so that you are not flooded with question from everyone of the recipient list. You should ask yourself carefully, if all the people really need to be on the list.
The fewer the people there are on the recipients list, the shorter the message should be. Keep everything on one "page". In most cases this means twenty five lines of text.
BFN - bye for now
BRB - be right back
BTW - by the way
FYI - for your information
<g> - grin
<G> - big grin
HSIK - how should I know?
IAE - in any event
IMO - in my opinion
IOW - in other words.
LOL - laughing out loud
NBD - no big deal
RPFL - rolling on the floor laughing
TIA - Thanks in advance
TIC - tongue in cheek
TTFN - ta ta for now
TTYL - talk to you later
WYSIWYG - what you see is what you get
Most often start with 'Dear (First name) and close with 'Regards' or 'Thanks' and your signature. In the USA, they often begin with 'Hi". Many people do not give either a solution or a signature because the addressing information is a part of an email message. The email message itself in an email message. The email message itself says who it is to and from.
All the same, it is good to have greetings and signatures. Many email programs allow you to set up a default signature to be included at the end of every message. Many people use these signatures as an easy way to give their name and alternate ways of reaching them.
It has the following advantages-----
i. It is faster than a letter.
ii. It is easier to send than a fax.
iii. It is less interfering than a phone call.
iv. Difference in location and time zone do not remain an obstacle.
A.) What makes emails differently
Electronic communication is fundamentally different from paper based communication. That is because it has the speed and broadcasting ability.An email is loosely structured like conversation. There is no emphasis and appropriate words. In paper communication, the person receiving the letter may not have a chance for clarification. But when he may receive email, he can ask questions immediately.
There is another difference between email and paper communication is the appearance. What the sender sees when composing the message might not look like what the reader sees.
The visual quality of the massage may be quite different by the time it gets to someone else's screen. So the message needs to be tailored to this new medium.
B.) How to write an email
While writing an email, we need to be very careful about giving our receiver some context. We cannot assure anything about a sender's location, state of mind, profession, interest or future values to you. Furthermore, our receiver may get a few hundred massages all at once. So we have to be careful that our massage becomes meaningful and receives attention.Useful Subject lines
A subject line that relates clearly to the body of the e-mails will help people mentally shift to the proper context before they read your message. The subject line should be brief and in a complete sentence. It should clearly state the contents of the message. For Example:
SUBJECT : BOOK ORDER-TEACHER TRAINING
Here the subject line summarizes the most important details of the massage.
If your message is in response to another piece of email, preface the subject line with Re: or RE: (for Regarding).
SUBJECT: RE: BOOK ORDER-TEACHER TRAINING
When you know the person gets a lot of mail and you want him/her to act on your message without delay:
SUBJECT : URGENT : BOOK ORDER-TEACHER TRAINING
If you offer non-urgent information that requires no response from the other person, prefacing the subject line with FYI; (For Your Information) is not a bad idea, as in
SUBJECT : FYI : Passes for the Wild Duck
Do not use the information for your subject line. Instead, ask clearly for the specific piece of information you need.
Quoting References
If you are referring to previous email, you should explicitly quote that document to provide context. Instead of sending email that says:"Are passes for 18th, 3 p.m. Show gone?"
You can make your email specific by beginning with the subject line. If you are referring to show on the 18th you can say :
"Re: Show on 18th"
and your email can read;
"Are passes for 18th, 3 p.m. show gone"
Referring to previous document becomes necessary because you may have sent the message on Friday and might not remember it on Monday morning when you see the response. But you must also avoid giving too much context. Look at he two examples given below to decide which is better and why?
A: >I've talked to Rakesh about
>price quoted by BPL. He thinks
>its too high. Neha Promised to contact HL and LG
>Any news?
>What do I do now?
B: >Rakesh has BPL: quotation. compare
> it with those HL and LG available
> with Neha
> Respond with the line of action.
The second (B) is better because it is shorter and is action oriented. It tells the receiver precisely what he should do-
(i) Compare prices from different sources.
(ii) Decide and convey subsequent action.
You must remember that greater than sign (>) appears only when you are forwarding a mail or replying to a mail without going through the process of composing a replay afresh. This sign (>) appears only at the recipient's side.
Page Layout
Words on a computer screen look different from the words on paper and usually people find it difficult to read on a screen than on a paper. For instance. An information enclosed in a box may not be in that form of the person's computer who receives the mail. This means that good email page layout is different from good paper document page layout.Shorter Paragraphs
Frequently email massage will be read in a document window with scroll bars. It is difficult to read a very long paragraph because half of it will outside the screen. Therefore, it will be difficult to remember the information.
Clear and Precise Prose
Keep everything short. Keep your lines short, keep your paragraph short and keep the message short. If your correspondents want more information, they can ask for it. Also note that some of your correspondents may have limits on how much disk space their email can use.
If you are sending a report to many people, then you may need to put more details in the emails so that you are not flooded with question from everyone of the recipient list. You should ask yourself carefully, if all the people really need to be on the list.
The fewer the people there are on the recipients list, the shorter the message should be. Keep everything on one "page". In most cases this means twenty five lines of text.
People usually use short forms when sending emails. Here are few of them:
Emails acronyms and abbreviations
BBL - be back laterBFN - bye for now
BRB - be right back
BTW - by the way
FYI - for your information
<g> - grin
<G> - big grin
HSIK - how should I know?
IAE - in any event
IMO - in my opinion
IOW - in other words.
LOL - laughing out loud
NBD - no big deal
RPFL - rolling on the floor laughing
TIA - Thanks in advance
TIC - tongue in cheek
TTFN - ta ta for now
TTYL - talk to you later
WYSIWYG - what you see is what you get
Greeting and Signature
Every new medium develops its own rules for opening and closing. Because e-mail is so new, there aren't firm customs on how to open and close.Most often start with 'Dear (First name) and close with 'Regards' or 'Thanks' and your signature. In the USA, they often begin with 'Hi". Many people do not give either a solution or a signature because the addressing information is a part of an email message. The email message itself in an email message. The email message itself says who it is to and from.
All the same, it is good to have greetings and signatures. Many email programs allow you to set up a default signature to be included at the end of every message. Many people use these signatures as an easy way to give their name and alternate ways of reaching them.
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