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Presentation on Email Writing (2)

The document provides an overview of email communication, highlighting its invention by Ray Tomlinson in 1971 and its advantages such as speed, cost-effectiveness, and manageability. It outlines qualities of effective email messages, tips for writing, and the process of sending an email. Additionally, it emphasizes the importance of clarity, brevity, and appropriate tone in email communication.

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Swetha Sankaran
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6 views

Presentation on Email Writing (2)

The document provides an overview of email communication, highlighting its invention by Ray Tomlinson in 1971 and its advantages such as speed, cost-effectiveness, and manageability. It outlines qualities of effective email messages, tips for writing, and the process of sending an email. Additionally, it emphasizes the importance of clarity, brevity, and appropriate tone in email communication.

Uploaded by

Swetha Sankaran
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Email Writing:

{Easy, quick & effective communication


 Invented in 1971
 By computer engineer Ray Tomlinson
 Digital
 Replaced conventional paper mail
 Features: high speed, cost effectiveness
and efficiency, retrievable, documented
formally,
multiple receivers-oriented

Electronic mail
 Speed: distance is immaterial; it takes
seconds to reach the receiver.
 Cost Effectiveness: saves both time &
money; size of the text message is
immaterial compared to postal mails
 Trouble-free attachments: files,
photographs, presentations, sound
recordings, video clips, graphics, software
programmes etc.
 Manageability: individual/group mailing,
deleting, revising, storing, printing,
forwarding or replying in a user friendly way

Usefulness of email
 Brief and to the point
 Restricted to one topic
 Specific, clear and accurate
 Language is simple, direct and clear

Qualities of a good
email message
 Easy and quick reach
 Immediate response and clarification
 Soft copies can be preserved and back
up in a CD or USB
 Problems related to illegible handwriting
cannot happen
 Apt for business purposes and daily
exchanges
 Can’t be treasured in the museums

What makes email


different?
 Log on to a computer network or an
email programme by registering your
user name and password
 Type the email address of the receiver
 Compose the message
 Click the “send” button

How to send an email?


 Relevant and short subject line
 Send acknowledgements if the mail has to
be answered later on.
 Avoid subjects like
Hi/Hello/Urgent/Help/Enquiry
 Adopt nominal courteous salutations like
Hi/Hello/Dear/ Dear Mr./Dr./Ms./Prof.
 Emails are not desired to be too long
 ‘Yours faithfully’ can always be replaced
with ‘Regards’ and ‘Best Wishes’

Writing tips
Use a legible font
Mix capital and small cases properly
Do not use all CAPS for emphasizing
because
ALL IN CAPS means shouting tone
All small denotes that you are careless,
hesitant and insensitive.
Format your message with proper blanks
and spacing

More tips
 Show empathy and appreciate the
feelings of the receivers
 Conversational, appropriate and
dignified tone
 Correct English
 Presentable
 Short paragraphs and crispy words

More tips
Sample of an email

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