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1、Sarah WongJanuary 2nd,2013,EMAIL ETIQUETTE,overview,AGENDA,A.Email Basics,B.Email Management,C.Email Writing,I.EMAIL COMPONENTSII.BEFORE SENDING OUTIII.KNOW YOUR AUDIENCE,A.Email Basics I.EMAIL COMPONENTS,A.I.1.SUBJECT,Subject Lines are HeadlinesSubject:MeetingHi Jim,I just wanted to remind you abou
2、t the meeting we have scheduled next week.Do let me know if you have any questions!Best wishes,MarkWhy is this a bad headline?,A.I.1 SUBJECT(CONTINUE),Any problems you spotted below?,!specific!,A.I.2.RECIPIENT,Send your email to the right personToCcBccOrder of recipients in To&Cc fieldsEnter the rec
3、ipient last,A.I.2 RECIPIENT(CONTINUE),A.I.3.BODY-STRUCTURE,A.I.3.GREETING,A.I.3.&OPENING&CLOSING,A.I.3.BODY TEXT,KISS Principle:Keep It Simple,Short,A.I.3.BODY TEXT(CONTINUE),FormatAvoid one paragraphAvoid long sentencesAvoid all capital lettersAvoid too many abbreviationsUse bullet points,numbered
4、lists when appropriateHighlight keywords(bold or italic)for emphasisBe aware of date,time and number format for different countries,Readability,A.I.3.BODY TEXT(CONTINUE),FontONE Font(e.g.Arial),NO Fancy FontsONE Size(e.g.10),NEITHER too small NOR too largeONE color(e.g.black),NO background,Clear,A.I
5、.3.SIGN-OFF,A.1.3.BODY-SPACING,GreetingOpeningParagraph 1Paragraph 2Paragraph ClosingSign-offSignature Remember to use standard capitalization,indent and punctuation.,A.I.4.SIGNATURE,Jing TaoSenior Software EngineerInsigma Hengtian Software Ltd.|Tel:+86-57189980000|Cell:+86-13812345678|Fax:+86-57189
6、989999 Email:Building J1,Insigma Software Park,1 Xiyuan8 Road,West Lake District,A.I.4.SIGNATURE(CONTINUE),Confidentiality Notice:This e-mail 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,confide
7、ntial and prohibited from disclosure or unauthorized use under applicable law.If you are not the intended recipient of this email,you are 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.I
8、f you have received this transmission in error,please notify the sender by return email and delete all copies from your system.Thank you for your cooperation.,A.I.4.SIGNATURE(CONTINUE),Tools-Options-Mail Format-Signatures,A.I.4.SIGNATURE(CONTINUE),A.I.5.ATTACHMENT,Be careful about what you attachAvo
9、id it if possibleIf you have to use itAs few as possibleAs small as possibleWHY?,A.II.BEFORE SENDING OUT,ALWAYS check your spellings Use Outlook auto spelling check.Dont misspell recipients name,NEVER,EVER!ALWAYS read carefully Set message priorityFlag message to follow up,“Should have paid closer a
10、ttention to my e-mail.”,A.III.KNOW YOUR AUDIENCE,Think how people will feel after reading your email.Happy Confused AnnoyedWaste of timeDont send a message when you are angry.,AGENDA,A.Email BasicsB.Email ManagementC.Email Writing,YOUVE GOT MAIL,Switch off your message alert,When?,B.I.EMAIL PROCESSI
11、NG FLOWCHART,Youve got mail,Youre busy with an important task,You can take a moment,Carry on,Scan messages,Save,Delete,Forward,Reply,later,B.I.PROCESSING MAIL,Save for later ifMessages are lower priorityMessages dont need immediate attentionMessages are for reading onlyDelete junk e-mails*Check your
12、 junk e-mail folder regularly just in caseForward it to someone elsePass the message on with a noteLet the sender know the new contact,B.I.PROCESSING MAIL,Act on itIf simple response is needed,then Reply immediatelyIf thought and detailed response is needed,thenAcknowledgement message first;e.g.Deta
13、iled information later.,Hi John,Thanks for your message.I need to check up on a few things before I can reply,so please give me a couple of days and Ill get back to you as soon as I can.Cheers,Mark,B.II.RESPONDING,Two Ways to RespondMaintain the“thread”Create a new messageThree Options to RespondRep
14、lyReply to AllForwardThink before you reply to all:Does everyone need to know it?Think before you forward:Do you have the senders permission?,B.III.AUTO-REPLY MESSAGES,Activate 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
15、 28 July.For urgent matters,please contact Jing at.Otherwise I will respond to you when I return to the office on 29 July.Many thanks,Shirley,B.IV.OUT-OF-OFFICE MESSAGE SETUP,Tools-Out of Office Assistant,B.V.ORGANIZING MAIL,Folders and Sub-folders,Rules and Alerts,B.V.ORGANIZING MAIL-DEMO,Start doi
16、ng it now.Youll see the difference!,AGENDA,A.Email BasicsB.Email ManagementC.Email Writing,C.I.GREETING MESSAGE,How are you?How is the project going on?Hope you have a good trip back.,C.II.INITIATE A MEETING,Lets make a meeting next Monday at 5:30 pm.Wed like to have the meeting on Thu Oct 30.Same t
17、ime.I would like to hold a meeting in the afternoon about our development planning for the project A.I want to 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
18、.,C.III.POINT LISTING,The current status is as following:1.2.Some known issues in this release:1.2.Some items 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.
19、2.,C.IV.PROPOSAL,For the next step of platform implementation,I am proposingI suggest we have a weekly project meeting over the phone call in the near future.XYZ team suggests adopting option A to solve outstanding issues.,C.V.SEEK FOR INFORMATION,What do you think about this?What is your opinion on
20、 the schedule?Any problem,please dont hesitate to contact me.Please let me know if you have any questions.Your comments and suggestions are welcomed.Look forward to your feedbacks and suggestions.,C.VI.GIVE FEEDBACK,Please see comments below.My answers are in blue below.I added some comments to the
21、document for your reference.,C.VII.ATTACHMENT,I enclosed the evaluation report for your reference.Attached please find todays meeting notes.Attached is the design document,please review it.For other issues,please see attached release notes.,C.VIII.THANKS NOTE,Thanks 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.,The email you send out represents your company,at anytime,a good email is a must!,
