Email Instructions

Good Email Istructionns - A good email has a clear next step action point.
For Example :-

To: Haley Krebs, Brandon Kim, Nicole Sanchez

From: Kulwinder Hayer

Subject: Relocation Options Ready for Your Analysis

Please analyze the four possible relocation sites recommend by our consultants in the attached file. Your written reaction by May 1 will enable us to make a presentation to management by the middle of the month.

HALEY: DECISION NEEDED. Check the footage available for office space in each option.

BRANDON: FYI, if the move forward, your project will be delayed.

NICOLE: PLEASE CONFIRM. Do these four locations meet all the specifications you submitted?


Bad Email Instructions - A bad email is one that gives no clear action items.
For Example:-

To: Haley Krebs, Brandon Kim, Nicole Sanchez

From: Kulwinder Hayer

Subject: Relocation Options
             Ready for Your Analysis

Please analyze the four possible relocation sites recommended by our consultants in the attached file. Your written reaction by May 1 will enable us to make a presentation to management by the middle of the month.


Tips - Send general message to coworkers but include individual action requests to be sure everyone understands specific assignments or ramifications of message.

Good and Bad Email Response

Good Email Contains:
Very clear content
Response is generally informative and catching.

Examples:
To: Peyton Moss
From: Gina Jones
Subject: Re: Re: Re: Advertising Our Job Opening
Yes, I agree that our first choice should be an online listing at Monster.com

Bad email Response:
Subject does not elaborate right significance, that what is the content of the message.
Not enough material to support response.

Examples:
To: Peyton Moss
From: Gina Jones
Subject: Re: Re: Re: Advertising Our Job Opening
Yes, I agree totally!

TIPS: Provide context to orient reader, which is especially helpful in messages with many replies and multiperson conversations

Good Email versus Bad Email

Good Email Contains:
Are very Straight, clear and do not cram in too much stuff.
Fairly simple in style with no slangs.
Has direct language, which is easy is read and understand.
Subject line notifies the sense of urgency and anticipation.
Lead –in with a teaser/ ask a question

Example:
To:  Peyton Moss
From: Gina Jones
Subject: Need help In Writing Job Placement Ad

Bad email Contains:
Contains ALL CAPITAL LETTERS in the subject line—as that widely thought as the internet equivalent of shouting.
Contains exclamation marks!!!
Mainly very concise in size, elaborating nothing. Like Need Help!!!!.


Example:
To: Peyton Moss
From: Gina Jones
Subject: Need Help???

Tips: Expand Subject with more information

Use of Bcc in Email

BCC field allows us to send our email to as many people as we like without giving each address to everybody on the list.

Example of Good Use of Bcc in Email:-

To: Peyton Moss

From: Kulwinder Hayer
Subject: Conference Thursday at 2 p.m.

Peyton, please attend the conference tomorrow (Thursday) at 2 p.m.

To: Sabrina

From: Kulwinder Hayer
Subject: Reserve Conference Room Thursday at 2 p.m.

Please reserve the conference room for Peyton and me tomorrow (Thursday) at 2 p.m.


Example of Bad use of Bcc:-

To: Peyton Moss

From: Kulwinder Hayer

Subject: Conference Thursday at 2 p.m.

Bcc: Sabrina

Please attend the conference tomorrow (Thursday) at 2 p.m.


Tips - Send two messages because naming someone in a "Bcc" may not sufficiently explain why that person is being copied.

Email Benefits in Business Communication

Email helps the businesses convey information faster and easier than before as it deliver the information immediately to receiver. It makes the business process faster by allowing immediate responses between each other. Sender can send email to many employees or customers at once. Email also cut costs. Physical documents are costly: paper, envelopes, ink and folders are expensive components of physical documents and postal service is also costly and time consuming. The physical documents lost, shredded or destroyed are easily replaced in email form by simply resending the file. Emails help businesses keep track of conversations, as the "Reply" button often keeps a record of what was conveyed in prior emails.