The Good E-mailer

- keeps messages short
- presents information clearly with bullet points
- enters a precise subject in the subject box
- doesn't overuse the "reply" function
- checks their mail box at  least three times daily
- limits personal mail and small talk
- gives people time to reply
- doesn't forward mail without thinking
- creates a filing system for mail/attachments
- reports offensive mail
- adds key information in the e-mail signature
- never abuses the system for private messages
- thinks twice about attaching very large files
- telephones if a n immediate answer is required
- is professional at all times

How Do I Write E-Mails?

E-mail is primarily a medium rather than a style of communication.  People
write e-mails in many different styles, depending on corporate policy
and on whether they are writing a business letter to a client, a memo
to subordinates or a note to colleagues.  Some features of informal e-mail
communication are shown below to save you time when writing informally
to colleagues:


              Send To: bdidgen@ap.com       Copy To: sevena@al.com

              Subject: re Kick off meeting - Project 345/8

              Hi, Bob
              Friday at 9:00 is fine.  Could we finish by 11:30 as I've got
              another meeting?  Please forward a finale agenda ASAP.
                 Do you have the new specifications from Harley's?
             Find attached new specifications.
             Cheers
             Bill

--Has used reply function and retained subject title as it is relevant and
   clear  - Subject: re KIck off meeting - Project 345/8
--Informality: didn't use Dear  -  Hi, Bob
-- Direct Style
  Direct reply to previous question - Friday at 9:00 is fine.
  Use od direct questions - Could we finish by 11:30 as I've got another
                                              meeting?
-- Simple Layout: less spacing and font variation
-- Contraction: I've= I have
-- Abbreviations: ASAP - as soon as possible
-- Informality: used "Cheers" instead of Best Regards
                 : used "attached" instead of enclosed
-- this sentence was used to introduce points from previous mail to be
       answered -- Do you have the new specifications from Harley's?
--Ellipsis - "the" is omitted -- Find attached new specifications
                            

Big Brother/Sister is Watching You

E-mail is not a private way of communicating.  Employers have the right to
access your mail.  Deleted mail can be retrieved by experts.  Use caution
when communicating confidential or legally sensitive information.  Make
sure you know who will read the information you are sending.

Smileys are symbols used to communicate your mood by indicating facial
expressions. Tilt your head to the left and you see the face:

:-) = smile
:-D = laugh
;-) = wink
:-( = frown
:-X = no comment

NOUNS

address book                         attachment
capitals                                 caution
colleague                              ellipsis
file                                       filing system
medium                                signature
subject box                           subordinate
variation

VERBS

abuse                                   delete
forward                                frown
over-use                               print
reply                                    retain
retrieve                                think twice
tilt                                       wink

ADJECTIVES

confidential                            precise
offensive                               previous
personal                                private
up-to-date

ADVERBS

ASAP                                    legally
daily                                      primarily
informally

Exercises:

E-MAIL

Fill in the blanks.

        print                 personal              retrieving            attachment

To: Istrait@biz.com
From: tgray@biz.com
CC:markmark@biz.com
Subject: re; Employee Accountability report

Hi Linda,
I was glad to hear the report was well accepted.  Please send me the
document file as an _____________. I'd like to _______________the
final version of the report and keep a copy of it in my ______________
files. I've had some problems _____________ attachments through my
mail box at work.  Reply to my other account at oldtimer@ola.com.
Thanks,
Tim

VOCABULARY

Match each smileys (or emoticons) with the correct meaning.

1.  :)                         a.  frowning face - I'm sad
2.  :(                         b.  smiling face - I'm happy.
3.  ;)                         c.  tongue out - i'm teasing
4.  :o                         d.  winking face - Get it?
5.  :P                         e.  surprised face - Oh no! Oh my!