【R5】A. MAKE ONE POINT PER E-MAIL. B. INTERNAL E-MAIL. C. SPECIFY THE RESPONSE YOU WANT. D
【R5】
A. MAKE ONE POINT PER E-MAIL.
B. INTERNAL E-MAIL.
C. SPECIFY THE RESPONSE YOU WANT.
D. SUBJECT LINES ARE HEADLINES.
E. BE A GOOD CORRESPONDENT. WHEN YOU"RE TRYING TO LOCATE SOME INFORMATION IN AN E-MAIL SOMEONE SENT YOU A FEW WEEKS BACK, WHAT HELPS YOU FIND IT QUICKLY？ IF THE SENDER INCLUDED THE INFORMATION YOU WANT IN A LONG MESSAGE COVERING LOTS OF POINTS, THE CHANCES ARE THAT IT WILL TAKE YOU TIME TO FIND IT. WORSE, IF THE SENDER IS SOMEONE YOU COMMUNICATE WITH REGULARLY, AND HE OR SHE JUST PRESSED REPLY TO A PREVIOUS MESSAGE ABOUT A DIFFERENT POINT, THE HEADING OF THE MAIL YOU NEED WON"T ACTUALLY BE RELATED TO THE INFORMATION YOU WANT. THERE ARE A FEW SIMPLE RULES TO ENSURE THAT YOUR E-MAILS ARE READ IN THE FIRST PLACE AND STAY USEFUL TO THE RECIPIENT. 【R1】______ THE HEADLINE IN A NEWSPAPER DOES TWO THINGS: IT GRABS YOUR ATTENTION AND INFORMS YOU WHAT THE ARTICLE IS ABOUT SO YOU CAN DECIDE WHETHER YOU WANT TO READ FURTHER. E-MAIL SUBJECT LINES NEED TO DO THE SAME THIN
G. USE THE SUBJECT LINE TO INFORM. THE RECEIVER OF EXACTLY WHAT THE E-MAIL IS ABOUT IN A FEW WELL-CHOSEN WORDS. YOU MIGHT INCLUDE A CALL TO ACTION SUCH AS "PLEASE RESPOND BY 7 NOVEMBER", AND IF YOUR MESSAGE IS ONE OF A REGULAR SERIES OF MAILS, SUCH AS A WEEKLY PROJECT REPORT, INCLUDE THE DATE IN THE SUBJECT LINE TOO. BECAUSE EVERYONE GETS E-MAILS THEY DO NOT WANT(SPAM), APPROPRIATE USE OF THE SUBJECT LINE INCREASES THE CHANCES YOUR E-MAIL WILL BE READ AND NOT DELETED WITHOUT SO MUCH AS A GLANC
E. OF COURSE, JUST AS IT WOULD BE RIDICULOUS TO PUBLISH A NEWSPAPER WITHOUT HEADLINES, NEVER LEAVE THE SUBJECT LINE BLAN
K. 【R2】______ THE BEAUTY OF E-MAIL, COMPARED WITH LETTERS, IS THAT IT DOESN"T COST ANY MORE TO SEND SEVERAL MAILS THAN IT DOES TO SEND ON
E. SO, IF YOU NEED TO COMMUNICATE WITH SOMEONE ABOUT SEVERAL MATTERS, WRITE A SEPARATE E-MAIL ON EACH SUBJECT. THAT WAY YOUR CORRESPONDENT CAN REPLY TO EACH ONE IN THE APPROPRIATE TIME-FRAM
E. ONE TOPIC MIGHT ONLY REQUIRE A SHORT REPLY THAT HE OR SHE CAN MAKE STRAIGHT AWAY. ANOTHER TOPIC MIGHT REQUIRE MORE RESEARC
H. BY WRITING SEPARATE E-MAILS, YOU GET CLEARER ANSWERS. HOWEVER, AS WITH TRADITIONAL BUSINESS LETTERS, THE E-MAIL SHOULD BE CLEAR AND CONCISE, WITH THE PURPOSE OF THE E-MAIL DETAILED IN THE VERY FIRST PARAGRAP
H. SENTENCES SHOULD BE KEPT SHORT AND TO THE POINT. 【R3】______ MAKE SURE TO INCLUDE ANY CALL TO ACTION YOU DESIRE, SUCH AS A PHONE CALL OR FOLLOW-UP APPOINTMENT. THEN, MAKE SURE YOU INCLUDE YOUR CONTACT INFORMATION, INCLUDING YOUR NAME, TITLE, AND PHONE NUMBERS. DO THIS EVEN WITH INTERNAL MESSAGES: THE EASIER YOU MAKE IT FOR SOMEONE ELSE TO RESPOND, THE MORE LIKELY THEY ARE TO DO SO. 【R4】______ IF YOU REGULARLY CORRESPOND USING E-MAIL, MAKE SURE TO CLEAN OUT YOUR E-MAIL INBOX AT LEAST ONCE EACH DAY. THIS IS A SIMPLE ACT OF COURTESY AND WILL ALSO SERVE TO ENCOURAGE SEND-ERS TO RETURN YOUR E-MAILS IN A TIMELY MANNER. IF A LENGTHY RESPONSE IS REQUIRED TO AN E-MAIL, BUT YOU DON"T HAVE THE TIME TO PULL TOGETHER THE INFORMATION REQUIRED NOW, SEND A HOLDING REPLY SAYING THAT YOU HAVE RECEIVED THE MESSAGE, AND INDICATING WHEN YOU WILL RESPOND FULLY. ALWAYS SET YOUR OUT OF OFFICE AGENT WHEN YOU ARE GOING TO BE AWAY FROM YOUR E-MAIL FOR A DAY OR MORE, WHETHER ON LEAVE OR BECAUSE YOU"RE AT MEETINGS. 【R5】______ INTERNAL E-MAIL SHOULD BE CHECKED REGULARLY THROUGHOUT THE WORKING DAY AND RETURNED IN A MUCH QUICKER MANNER AS IT OFTEN INVOLVES TIMELY PROJECTS, IMMEDIATE UPDATES, MEETING NOTES, AND SO O
N. NONETHELESS, INTERNAL E-MAILS, JUST LIKE OTHER E-MAILS, SHOULD NOT BE INFORMAL. REMEMBER, THESE ARE WRITTEN FORMS OF COMMUNICATION THAT CAN BE PRINTED OUT AND VIEWED BY OTHERS THAN THOSE ORIGINALLY INTENDED FOR. ALWAYS USE YOUR SPELL CHECKER, AND AVOID SLAN
G. SINCE READING FROM A SCREEN IS MORE DIFFICULT THAN READING FROM PAPER, THE STRUCTURE AND LAY OUT IS VERY IMPORTANT FOR E-MAIL MESSAGES. USE SHORT PARAGRAPHS AND BLANK LINES BETWEEN EACH PARAGRAP
H. WHEN MAKING POINTS, NUMBER THEM OR MARK EACH POINT AS SEPARATE TO KEEP THE OVERVIEW.
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