1、LOGOSarah WongJanuary 2nd, 2013EMAIL ETIQUETTELOGOoverviewLOGOAGENDAB. Email ManagementC. Email WritingI.EMAIL COMPONENTSII.BEFORE SENDING OUTIII.KNOW YOUR AUDIENCELOGOA. Email Basics I.EMAIL COMPONENTSE-mail1Subject2Recipient3Body4Signature*AttachmentLOGOA.I.1.SUBJECTSubject Lines are HeadlinesSubj
2、ect: MeetingHi Jim,I just wanted to remind you about the meeting we have scheduled next week. Do let me know if you have any questions!Best wishes,MarkWhy is this a bad headline?LOGOA.I.1 SUBJECT (CONTINUE)Any problems you spotted below? ! specific! specific ! ! LOGOA.I.2. RECIPIENTvSend your email
3、to the right personToCcBccvOrder of recipients in To & Cc fieldsvEnter the recipient lastLOGOA.I.2 RECIPIENT (CONTINUE)LOGOA.I.3.BODY - STRUCTUREGreetingOpeningBody TextClosingSign-offLOGOA.I.3. GREETING Formal: e.g. Dear Ms. Tao, Dear Jing Tao, Dear Managers, Dear all Informal: e.g. Hello Jing, Hi
4、Jing, Hi all: e.g. Hi Jane,GreetingLOGOA.I.3. & OPENING & CLOSING I hope youre well. I hope all is well. Thanks for getting back to me. Thanks for your quick response.Opening Feel free to contact me if you have any questions. I will follow up shortly to check your thoughts. Thanks so much for helpin
5、g me out with this. I look forward to your response.ClosingLOGOA.I.3. BODY TEXTKISS Principle:Keep It Simple, ShortLOGOA.I.3.BODY TEXT(CONTINUE)FormatAvoid one paragraphAvoid long sentencesAvoid all capital lettersAvoid too many abbreviationsUse bullet points, numbered lists when appropriateHighligh
6、t keywords (bold or italic) for emphasisBe aware of date, time and number format for different countriesLOGOA.I.3.BODY TEXT (CONTINUE)vFontONE Font (e.g. Arial), NO Fancy FontsONE Size (e.g.10), NEITHER too small NOR too largeONE color (e.g. black), NO backgroundLOGOA.I.3. SIGN-OFF: “Sincerely”, “Re
7、gards”, “Thanks” etc.: e.g. Kind regards,Sign-offLOGOA.1.3.BODY- SPACINGGreetingOpeningParagraph 1Paragraph 2Paragraph ClosingSign-offSignature Remember to use standard capitalization, indent and punctuation.LOGOA.I.4.SIGNATUREFull Name, TitleCompany Name, WebsitePhone Number, Fax NumberEmail Addres
8、s, Correspondence AddressJing TaoSenior Software EngineerInsigma Hengtian Software Ltd. | Tel: +86-57189980000 | Cell: +86-13812345678 | Fax: +86-57189989999 Email: Building J1, Insigma Software Park, 1 Xiyuan8 Road, West Lake DistrictLOGOA.I.4.SIGNATURE (CONTINUE)Confidentiality Notice: This e-mail
9、 and any attachments are intended for the sole use of the individual or entity to which it is addressed and may contain information which is privileged, confidential and prohibited from disclosure or unauthorized use under applicable law. If you are not the intended recipient of this email, you are
10、hereby notified that any use, dissemination, distribution, or copying of this email or the information contained in this email is strictly prohibited by the sender. If you have received this transmission in error, please notify the sender by return email and delete all copies from your system. Thank
11、 you for your cooperation.LOGOA.I.4.SIGNATURE (CONTINUE)Tools - Options - Mail Format - SignaturesLOGOA.I.4. SIGNATURE (CONTINUE)LOGOA.I.5. ATTACHMENTBe careful about what you attachAvoid it if possibleIf you have to use itAs few as possibleAs small as possibleLOGOA.II.BEFORE SENDING OUTvALWAYS chec
12、k your spellings Use Outlook auto spelling check. Dont misspell recipients name, NEVER, EVER!vALWAYS read carefully vSet message priorityvFlag message to follow up“Should have paid closer attention to my e-mail.”LOGOA.III.KNOW YOUR AUDIENCEvThink how people will feel after reading your email.Happy C
13、onfused AnnoyedWaste of timevDont send a message when you are angry.LOGOAGENDAA. Email BasicsC. Email WritingLOGOYOUVE GOT MAILSwitch off your message alert LOGOB.I. EMAIL PROCESSING FLOWCHARTYouve got mailYoure busy with an important taskYou can take a momentCarry onScan messagesSaveDeleteForwardRe
14、ply laterLOGOB.I. PROCESSING MAILv Save for later ifMessages are lower priorityMessages dont need immediate attentionMessages are for reading onlyv Delete junk e-mails*Check your junk e-mail folder regularly just in casev Forward it to someone elsePass the message on with a noteLet the sender know t
15、he new contactLOGOB.I. PROCESSING MAILvAct on it If simple response is needed, then Reply immediately If thought and detailed response is needed, then1. Acknowledgement message first; e.g.2. Detailed information later.Hi John, Thanks for your message. I need to check up on a few things before I can
16、reply, so please give me a couple of days and Ill get back to you as soon as I can. Cheers, Mark LOGOB.II. RESPONDINGvTwo Ways to Respond Maintain the “thread” Create a new messagevThree Options to Respond Reply Reply to All ForwardThink before you reply to all: Does everyone need to know it?Think b
17、efore you forward: Do you have the senders permission?LOGOB.III. AUTO-REPLY MESSAGESvActivate out of office message when you are away. E.g.Thanks for your message. Im away from the office on a short vacation from 24 to 28 July. For urgent matters, please contact Jing at . Otherwise I will respond to
18、 you when I return to the office on 29 July. Many thanks,Shirley LOGOB.IV. OUT-OF-OFFICE MESSAGE SETUPTools - Out of Office AssistantLOGOB.V. ORGANIZING MAILFolders and Sub-foldersRules and AlertsLOGOB.V. ORGANIZING MAIL - DEMOLOGOAGENDAA. Email BasicsB. Email ManagementLOGOC.I. GREETING MESSAGE How
19、 are you? How is the project going on?Hope you have a good trip back. LOGOC.II.INITIATE A MEETINGLets make a meeting next Monday at 5:30 pm.Wed like to have the meeting on Thu Oct 30. Same time.I would like to hold a meeting in the afternoon about our development planning for the project A.I want to
20、 talk to you over the phone regarding issues about report development for the XX project.I suggest we have a call tonight at 9:30 pm with you and Brown. Please let me know if the time is okay.LOGOC.III. POINT LISTINGThe current status is as following: 1.2.Some known issues in this release:1.2.Some i
21、tems need your attention:1.2.Here are some questions for your team:1.2.Today we would like to finish following tasks:1.2.Our team here reviewed the newest SCM policy and has following concerns:1.2.LOGOC.IV. PROPOSALFor the next step of platform implementation, I am proposingI suggest we have a weekl
22、y project meeting over the phone call in the near future.XYZ team suggests adopting option A to solve outstanding issues.LOGOC.V. SEEK FOR INFORMATIONWhat do you think about this?What is your opinion on the schedule?Any problem, please dont hesitate to contact me.Please let me know if you have any q
23、uestions.Your comments and suggestions are welcomed.Look forward to your feedbacks and suggestions.LOGOC.VI. GIVE FEEDBACKPlease see comments below.My answers are in blue below.I added some comments to the document for your reference.LOGOC.VII. ATTACHMENTI enclosed the evaluation report for your ref
24、erence.Attached please find todays meeting notes.Attached is the design document, please review it.For other issues, please see attached release notes.LOGOC.VIII. THANKS NOTEThanks for your attention.Thank you very much for the cooperation.Really appreciate your help.Your kind assistance on this is appreciated.I really appreciate the effort you made for this project.LOGOThe email you send out represents your company, at anytime, a good email is a must!
