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How to write an email
- 1. How to write an email which will be read? A guide by Monika Fiszer
- 2. Did you ever had to call somebody to remind about replying to your email request?
- 3. Do not let your email disappear in a crowded inbox
- 4. 7 tips how to maximize the possibility that your email will be read.
- 5. How important are: 1. Subject 2. Introduction 3. Content 4. Fonts 5. Call to action 6. Checking 7. Avoiding sending spam
- 6. Subject: ● Keep it concise ● Refer to the content of your email ● Conclude highligths of your message
- 7. Subject: ● Keep it concise ● Refer to the content of your email ● Conclude highligths of your message Examples “Meeting December 2nd, time change” “Business trip; Flight reservation.” “Minutes of the meeting of November 22nd” “URGENT, offert for client”
- 8. Introduce yourself Good morning, first I would like to introduce myself - I am writing on behalf of XXX company (so far orders have been submitted by Jan Iksiński). From that point on, I am taking over his responsibilities and today I would like to order coffee according to the attached specification. From: Monika Fiszer To: XXX Company Subject: coffee orders,
- 13. Fonts Dear All, this is to remind you about the meeting on December 6th. We start at 9 am, please be punctual. Please also send me all your reports until December 4th, as earlier requested. Regards, Monika
- 14. Fonts Dear All, this is to remind you about the meeting on December 6th. We start at 9 am, please be punctual. Please also send me all your reports until December 4th, as earlier requested. Regards, Monika
- 15. Fonts Dear All, this is to remind you about the meeting on December 6th. We start at 9 am, please be punctual. Please also send me all your reports until December 4th, as earlier requested. Regards, Monika
- 16. Fonts Dear All, this is to remind you about the meeting on December 6th. We start at 9 am, please be punctual. Please also send me all your reports until December 4th, as earlier requested. Regards, Monika
- 17. Call to action Tip BE CLEAR AND ARTICULATE
- 18. Call to action
- 19. Call to action
- 20. Call to action
- 21. Call to action DELETE DATA FROM THE SERVER!
- 22. Call to action Dear All, this is to remind you about the meeting on December 6th. We start at 9 am, please be punctual. Please also send me all your reports until December 4th, as earlier requested. Regards, Monika
- 23. Read before sending Read to: ● Eliminate misspellings, repetitions, logical errors ● Double check FROM and TO ● Check attachments
- 24. Don’t spam Try not to forward to people : ● Ads and offers ● Lots of pictures from your holidays ● Funny memes ● Carbon copies of emails to others
- 25. Thank you! You can find similar tips and tricks on my blog www.prawarekaszefa.blogspot.com
Notas do Editor
- It happened to me many times - I’ve sent an email, and then I was waiting. Long hours, days, weeks even. I was wondering what can I do about that and worked out some simple tips, which I will share today with you. .
- You now probably how it is to be overloaded with incoming emails. It happens usually after holidays, when you come back to work and see hundreds of email. Bear in mind that others has the same experiences. In such a crowd it is very easy to
- By the end of this presentation, you will have knowledge how to maximize the possibility that your email will be read.
- Subject is very important, because you see it even if you don’t see the rest of the email. So it should tell you what is the email about. So: Don’t leave it blank, don’t write “Good morning” “Hello” or just anything. Email subject should be a short, concise information about the content of the email itself. . Przykładowe poprawne tematy: "Spotkanie 22.11, zmiana godziny" "Delegacja Czechy, rezerwacja hotelu" "Protokół ze spotkania 10.11.2016" "PILNE, oferta dla Czechów"
- Don’t leave it blank, don’t write “Good morning” “Hello” or just anything. Email subject should be a short, concise information about the content of the email itself. . Temat powinien być zwięzłą informacją o tym, co jest napisane w treści. Przykładowe poprawne tematy: "Spotkanie 22.11, zmiana godziny" "Delegacja Czechy, rezerwacja hotelu" "Protokół ze spotkania 10.11.2016" "PILNE, oferta dla Czechów"
- If you are sending and email to the person for the first time - introduce yourself in a first sentence: who you are and why are you sending an email.
- Content also should be concise and edited in such way, to highlight the most important things and make them stand out. Write in short paragraphs, you can also use bullet points, to show some important information in an ordered manner. Such texts are easier to read, because short paragraphs are easy to read, they allow to focus on the meaning, it is easy to find vital information in a text. But remember to not overdo with being concise - addressee must know what is it all about. If you shorten your email too much it may be hard to understand. Addressee probably won’t take time to ask you for details, and your case will be pushed further on the priority list. Your mission is to pass a message effectively. So try to find a balance between short and long emails.
- Content also should be concise and edited in such way, to highlight the most important things and make them stand out. Write in short paragraphs, you can also use bullet points, to show some important information in an ordered manner. Such texts are easier to read, because short paragraphs are easy to read, they allow to focus on the meaning, it is easy to find vital information in a text. But remember to not overdo with being concise - addressee must know what is it all about. If you shorten your email too much it may be hard to understand. Addressee probably won’t take time to ask you for details, and your case will be pushed further on the priority list. Your mission is to pass a message effectively. So try to find a balance between short and long emails.
- Content also should be concise and edited in such way, to highlight the most important things and make them stand out. Write in short paragraphs, you can also use bullet points, to show some important information in an ordered manner. Such texts are easier to read, because short paragraphs are easy to read, they allow to focus on the meaning, it is easy to find vital information in a text. But remember to not overdo with being concise - addressee must know what is it all about. If you shorten your email too much it may be hard to understand. Addressee probably won’t take time to ask you for details, and your case will be pushed further on the priority list. Your mission is to pass a message effectively. So try to find a balance between short and long emails.
- Content also should be concise and edited in such way, to highlight the most important things and make them stand out. Write in short paragraphs, you can also use bullet points, to show some important information in an ordered manner. Short paragraphs are easy to read, they allow to focus on the meaning, it is easy to find vital information in a text. But remember to not overdo with being concise - addressee must know what is it all about. If you shorten your email too much it may be hard to understand. Addressee probably won’t take time to ask you for details, and your case will be pushed further on the priority list. Your mission is to pass a message effectively. So try to find a balance between short and long emails.
- Use bold fonts, underline some words, or use different font colors to highlight the most important information. They will draw attention and will be easier to spot and remember.
- Use bold fonts, underline some words, or use different font colors to highlight the most important information. They will draw attention and will be easier to spot and remember.
- Use bold fonts, underline some words, or use different font colors to highlight the most important information. They will draw attention and will be easier to spot and remember.
- Use bold fonts, underline some words, or use different font colors to highlight the most important information. They will draw attention and will be easier to spot and remember.
- If you write an email to sb. with a purpose - express it clearly. If you write to ask about some information or to persuade sb to do sth- write it.
- If you write an email to with a purpose - express it clearly. If you write to ask about some information or to persuade sb to do sth- write it.
- If you write an email to with a purpose - express it clearly. If you write to ask about some information or to persuade sb to do sth- write it.
- If you write an email to with a purpose - express it clearly. If you write to ask about some information or to persuade sb to do sth- write it:
- If you write an email to with a purpose - express it clearly. If you write to ask about some information or to persuade sb to do sth- write it.
- If you write an email to with a purpose - express it clearly. If you write to ask about some information or to persuade sb to do sth- write it. Give also a deadline when sth should be done - you will have justification to find out if someone is working on your project, or remind that he has time till 4pm to send you some data. The sentence I mentioned in one of the previous slides is a very good example. When people has information what should be done, it is more likely they will do that.
- Before sending an email read it one more time, even if quickly. There are some misspellings, but also logical errors, repetitions and other absurds. In a quick scanning of the content of you email you can catch them and eliminate. Check also the fields from, to and subject - is it going from your email? Maybe you have two email addresses and want it to be send from one of them. If you are sending an email to several people - maybe you would like to hide them as a BCC. Check attachments- if you have attached files you were writing in an email? If the attachments are for sure something you want to send - don’t make a mistake and send confidential agreement to someone not authorised.
- Staraj się nie wysyłać maili niepotrzebnych, nie przesyłaj reklam i ofert jak popadnie. Jeśli odbiorcy zauważą, że przesyłasz do nich tego typu spam, mogą nie zwrócić uwagi na te istotne maile. Because they will just treat as a spam every email sent by you . To samo tyczy się maili "Do wiadomości" - tak zwanych CC, czyli carbon copy. Staraj się nie nadużywać tej opcji, jeśli nie macie takiego wymogu w firmie - nie wysyłaj ciągle maili do wiadomości przełożonego, bo ten będzie wszystkie wiadomości od Ciebie albo od razu usuwał, albo zostawiał na skrzynce bez czytania.