PERFECT E-MAIL GETTING A JOB = ARISE ROBY

ARISE TRAINING & RESEARCH CENTER

PERFECT E-MAIL AND GETTING A JOB – ARISE ROBY


Do you have bad e-mail skills?Clean-up your act with these E mailetiquette tips presented !

Are you spoiling your impression with yourawful e-mail manners?


WHY YOU NEED TO KNOW E-MAIL SKILLS ?

In the age of the Internet, you might be just clicking "reply," typing up a quick

response, and hitting "send" without giving so much of a thought about what

you've just written. But your e-mail behavior has the potential to damage

your reputation both personally and professionally !!!

It is important for business or personal use that you follow the basics of email

etiquette. This document covers for you the top tips for email etiquette that

everyone needs to be aware of and follow. By doing so you will be a joy to

communicate with while being known as a caring and intelligent human being.


NAMING E MAIL IDKeep your E mail address professional and

simple to type and remember, avoid too much of flashy names, use of symbols or characters in your e-mail address.

Bad Example : [email protected] Example : [email protected]


KNOW YOUR AUDIENCE• Your e-mail greeting and sign-off should be

consistent with the level of respect and formality of the person you're communicating with. Write the name of the person who will be reading your mail or to whom mail is addressed. Avoid, blank mails or mails without recipient’s names unless you are sending mails to groups for announcements.


BRIEFLY INTRODUCE YOURSELF

If you are mailing first time to the recipient, do not assume the person receiving your e-mail knows who you are, or remembers meeting you. If you are uncertain whether the recipient recognizes your email address or name, include a simple reminder of who you are in relation to the person you are reaching

out to.


ONLY DISCUSS OFFICIAL MATTERS

One of the most important things to consider when sending e-mail is whether the matter you're discussing is professional or personal. Do not send private, personal mails which are not meant to be shared on official platforms.

Avoid sending forwarded mails, jokes, junk mails etc excessively.


BE CAREFUL WITH CONFIDENTIAL INFORMATION

Refrain from discussing confidential information in emails unless absolutely necessary, if the e-mail get into the wrong person's inbox, one could face serious problems or misunderstandings. Always double check your list of recipients before sending sensitive E-mails.


RESPOND IN TIMEE-mails must be answered within reasonable

time limit, depending on the nature of enquiry. E-mails shall be replied with complete information, within acceptable working hours possibly between 4 to 8 hours.


DON’T SEND ONE-LINERS

Short replies like "Thanks," "Oh, OK" , do notadvance the conversation in any way. Write clear

and concise reply to the mail or information shared to avoid ambiguity or confusion.

State clear information, seeking actions and response for the request shared.


AVOID USING SHORT FORMSAvoid using short forms to real words, emoticons,jargon, or slang. Words from business people usingshortcuts such as "4 u" (instead of "for you"),

"Gr8"(for great) in business-related e-mail is notprofessional. Explain any abbreviations used in the

email However certain generic or industry specific short forms can be used in e-mails, example :

F Y I = For Your InformationP F A = Please Find Attached


KEEP E-MAILS CLEAN

Messy mails annoys recipients, when people reply and leave the messages messy, for example, an e-mail chain that includes excessive carets (>>>), or pages and pages of e-mail addresses. Unnecessary messages, flashy icons, animations etc. are not advisable to form a good impression about you, so clean up and then send your mails.


BE CLEAR IN YOUR SUBJECT LINEWith inboxes being clogged by hundreds of e-

mails a day, it's crucial that your subject line gets to the point.It should be reasonably simple and descriptive of what you have written about.Never open an old e-mail, hit Reply, and send a that has nothing to do with the previous one.Do not hesitate to change the subject as soon as the thread or content of the e-mail chain changes.


MANAGE ATTACHMENTSDon’t forget to attach files, which you have

mentioned in the e-mail, always double check before sending. Give the attached file(s) a logical name so the recipient knows at a glance the subject and the sender. Ensure that file attachments are working and relevant to the matter / content in the mail for recipient’s reference.


BEWARE OF THE "REPLY ALL“

Send or copy others only on a need to know basis.Before you click ―Reply All” or put names in the “cc”or “Bcc” lines, ask yourself if all the recipients need theinformation in your message. If they don't, why send it?Take time to send your messages to the right people.

Do not hit "reply all" unless every member on the emailchain needs to know. You want to make sure thatyou are not sending everyone on a list your answer—whether they needed to know or not.


KEEP IT SHORT AND GET TO THE POINT

The long e-mail is a thing of the past. Write concisely,with lots of white space, so as to not overwhelm therecipient. Make sure when you look at what you'resending it doesn't look like a burden to read – feelfree to use bullet points. The person reading your emailshould not have to dig through severalparagraphs in order to figure out what you're asking.You should state the purpose of the e-mail within thefirst two sentences. Be clear and straightforward.


ALWAYS INCLUDE A SIGNATURE

• Recipient of the e-mail shall not wonder how to get in touch with you. include all of your contact information in your signature. Your e-mail signature is a great way to let people know more about you.


YOUR E-MAIL IS A REFLECTION OF YOU

Every e-mail you send adds to your reputation. If your e-mail is organized and smartly written, the recipient will be inclined to think of you as a thorough professional and organized business person.Other people's opinions matter in the professional world, their perception of you will be critical to your success.


THANK YOU

PERFECT E-MAIL GETTING A JOB = ARISE ROBY

Career

Transcript of PERFECT E-MAIL GETTING A JOB = ARISE ROBY