com140_week3_reading2 - Axia College Material E-mails,...

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Axia College Material E-mails, Memos, and Letters Writing an Effective E-mail The following strategies help you write effective e-mails in the workplace and school. Because the posts you send in your forums are similar to e-mails for your classmates and instructor, developing your e-mail writing skills is important. The appropriate purpose, tone, and content depends on your audience and on whether you are writing to a manager, instructor, or friend. Introduction The beginning of an e-mail sets the tone and prepares the recipient for the message. Your introduction sets the stage—for a business negotiation, class matter, or arrangements about an evening’s entertainment. Start with a greeting. You are probably familiar with the greeting Dear , used to begin handwritten letters. Although Dear may be used in e-mails, the common consensus is to use a less formal greeting, such as Hello or Good morning , followed by the individual’s name. If you are writing to a manager or an instructor, an effective practice is to use Mr. or Ms. and the individual’s last name for all correspondence until the individual invites you to use his or her first name. The following are more guidelines for greetings: 1. Address the individual by first or title and last name, depending on the recipient. Do not use Hi or Sir . 2. You may choose to use the person's name without Hello if you think this greeting is appropriate for the individual. 3. Capitalize the first word of the salutation and the person's name. 4. The greeting must be in the top-left corner . 5. End the greeting with a colon in formal e-mails or a comma in informal e-mails. 6. Skip one line after the greeting, and begin your text. Introduce Yourself If the recipient does not know you, include a short introduction with information relative to the message. If you have never met the colleague with whom you will work on a project, state your position and project duties in addition to your name. The following is an example: Content After your greeting and introduction, the content may answer some of the following questions: Good morning, Mr. Smith: My name is Donna Jones, the account manager for the Southeast region. I am primarily responsible for developing strategies for ensuring our company’s customer accounts are current and in good standing . . . .
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Why is the recipient receiving this e-mail now? If a problem or another situation must be resolved, what led up to this point? What did the recipient request that the sender is now completing? Never assume the recipient knows important facts. Include enough background to ensure the recipient may respond. The following is an example of professional e-mail content, continuing our previous example: The highlighted area tells the recipient what the sender wants and why. The writer includes some details but waits until the following paragraph to ask for something specific. Content Request
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com140_week3_reading2 - Axia College Material E-mails,...

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