PowerPoint Presentation

[Audio] Welcome to Basics of E-mail writing Self Paced learning program. By end of this program you would get more confidence to write your own business email..

[Audio] Do You Know? Email is an important method of business communication that is fast, cheap, accessible and easily replicated. Using email can greatly benefit businesses as it provides efficient and effective ways to transmit all kinds of electronic data..

[Audio] Advantages of using email Email can increase efficiency, productivity and your business readiness. Using email in business is: cheap - sending an email costs the same regardless of distance and the number of people you send it to. fast - an email should reach its recipient in minutes, or at the most within a few hours. convenient - your message will be stored until the recipient is ready to read it, and you can easily send the same message to a large number of people. permanent - you can keep a record of messages and replies, including details of when a message was received. One of the main advantages of email is that you can quickly and easily send electronic files such as text documents, photos and data sheets to several contacts simultaneously by attaching the file to an email. Check with your internet service provider if there is a limit to the size of email attachment you can send. Some businesses may also limit the type and size of attachments that they are willing to receive. You can gain further advantages and increase your efficiency by setting up your email software to: automatically create entries in your address book for every message you send or receive respond to incoming emails automatically, example: to confirm receipt of an order, or to let people know that you are on leave or out of the office..

[Audio] Disadvantages of using email Despite the host of benefits, there are certain weaknesses of email that you should be aware of, such as: Spam - unsolicited email can overwhelm your email system unless you install a firewall and anti-spam software. Viruses - It easily spread through email attachments. Sending emails by mistake - at a click of a button, an email can go to the wrong person accidentally, potentially leaking confidential data and sensitive business information. Data storage - electronic storing space can become a problem, particularly where emails with large attachments are widely distributed. Less formal nature of email can lead to careless or even libelous remarks being made which can damage your business. To minimize these risks, you should create and implement an email and internet acceptable use policy for your company..

[Audio] Keep in Mind these aspects when planning your email. 1.Time is money. People get large number of emails daily. So raise emails when it is necessary only. 2.Maintain Creditability to get a quick response . Bad discipline in emails may damage your reputation. 3. Subject lines are important o the reader to prioritize your email and get quick reading and responses. 4.Keep it short. the reader should not have to scroll down at all. Addressing it to a specific person closes the gap between you a bit and may allow for a quicker response. 5.Check your emails regularly and respond to someone within 24 hours..

[Audio] Emails are super important. The way you write an email can say a lot about you as a professionalism. The way you write an email can help you get efficient responses to your concern. Having an email saved and backed up can be a professional and legitimate proof which can help in situations to verify possible accusation , justifications and prove authenticity of your actions or innocence..

[Audio] Never forget these rules when writing an email. Avoid writing an email when you are upset or frustrated. Take time to calm down before reply. Emails are permanent once you send it. So be cautious before releasing it. If you must send an email response as soon as possible. Avoid attaching unnecessary files and make it heavy. Data and space are costly. Be careful with your TONE. It can break or make your relationship. Remember you are represent digitally They judged by your writing so always become friendly..

[Audio] Thank you. Get ready to next chapter. Thank you..