eMails Write well and formulate clearly: 7 steps



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The electronic mailbox is chronically overcrowded in many professionals and executives, the ad "eMailInput "distracts tens of times a day from the actual work and you also receive messages that neither interest you nor gain information.


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Here writes for you:

Professor Dr. Martin-Niels Däfler Professor Dr. Martin-Niels DäflerProf. Dr. Martin-Niels Däfler teaches at the University of Economics and Management (FOM) in Frankfurt am Main.

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Step 1: Do the goodness test

Overview

But of course it is also important that you are the recipient of your own eMailAlso, do not moan when receiving this e-mail from you. How that works, you will learn now.

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Is the eMail really necessary

Overview

Ask yourself if the recipient is yours eMail really needed. Whether it really is necessary, one eMail to send or not, you can easily with the so-called "floor question" clarify: Would you this eMail even if you print them and put three floors higher on the table of the recipient?

Is the eMail necessary?

Overview

If you can not wholeheartedly affirm this question, there is much to suggest that the eMail actually is unnecessary. Then you should leave it. Also, consider whether one eMail is the right medium for your message or whether other formats (letter, phone call, fax) are more suitable for your request.

Privacy Protection

Overview

Before you one eMail you should check if this is confidential or personal information. If so, disregard these by eMail to send. You never know which way one eMail takes. With a few mouse clicks, this is forwarded and may end up with recipients for whom the content is not determined.

Step 2: Formulate a clear and meaningful subject line

Overview

This is the most important and, for some, the most difficult task in writing eMails: To express in a few words what it is about. The first thing the recipient reads is the subject line. These and the name of the sender are the two most important criteria for the recipient to judge the importance of a mail.

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In addition, the more meaningful the subject line is, the easier it is for the recipient to grasp the core content of the message at a glance; and the easier it is to archive the mail or find it again in a directory as needed.

eMails are all too often written carelessly and sent just as carelessly - after all, it does not cost anything and it should go fast. Have along eMailToday, the business unit letters as well as repressed. Therefore, it is important, too eMailWrite care to act.

The longer, the more precise

Overview

Therefore: Write a long subject line - the longer the subject, the more precisely you can inform the recipient. So for example instead of "order" would be better "Open points to order from the 23.02.2010".

Use verbs, if possible, to make it clearer. So instead of "shipping confirmation" write "your order from 11.02.2010 has been shipped". Also mention in the subject line - where it makes sense - what the recipient has to do ("For info", "With the request to settle") and what urgency your eMail has.

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Answer W questions

Overview

In the body of yours eMail are given detailed information and answers to the "W questions" given:

  • Who?
  • What?
  • When?
  • Where?
  • How?
  • Why?
  • With what?
  • How long?

As you have often had to experience for yourself, long, contentless texts are not reading pleasure. Therefore, do not put aside all formal expressions, so do not say, for example, in the case of a speech, "The Board addressed the issue of finance" but "The Board announced that ...".

The end of your eMail

Overview

The foot of one eMail contains (additional) service information, information about the company or sender (“footer”) and the contact details of the press officer. In the service information, you should definitely state any entry costs for events or brochure costs.

The name of the venue is clearly indicated by street, house number and town. For appointments, you should supplement the day of the week.

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Subject like file path

Overview

Best tip to finish: Try to build your subject lines such as file or directory names. In doing so, divide in deductive form, that is to say: first call the general and then the special. Use the slash "/" or the arrow key ">" to disconnect.

For example, this could look like this: "Apprenticeship Training> Seminar, Career License"> Request for Appointments ".

Step 3: Formulate the salutation and the main part

Overview

The basic rule that you should adhere to is: One eMail must be formulated as correctly as a (paper) letter. The statements of the episode 3 apply accordingly. Step Nevertheless, there are of course some special features that you should consider.

At the beginning

Overview

The "lead" is a summary at the beginning of the press release. It contains the central statement or information on the topic and names the source ("... shares the XY GmbH with ..."). The lead should not be longer than three sentences.

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Brevity is the soul of wit

Overview

The main difference between letter and eMail is - in addition to the delivery speed - the length. Mails are usually shorter than letters. So be as brief as possible. However, neither Sense courtesy is still lost.

Avoid abbreviations (such as "SgDH" and "MfG"), even if they are customary. The same applies to cryptic, often English abbreviations (like "fyi" or "eom") or SMS acronyms (like "LG" or "10q").

manners

Overview

Use (even with internal eMails) friendly styles.

Avoid smileys or other icons in business correspondence. A ";-)" may well be used by trusted colleagues, but not in foreign recipients.

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Structure

Overview

Make paragraphs to organize your mail.

Structure your text - use bullets or numbering. The recipient then has an easier time to answer you, as it can refer to numbers ("To point 3 I share your opinion that ...").

Zitate

Overview

Quotations are a stylistic means to make press releases interesting and varied - but boring is also not a more quirky quote.

A quotation is justified when it conveys something that only the person or institution represented by it can convey, such as an opinion or evaluation, experiences, intentions or predictions.

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Step 4: Formulate the conclusion

Overview

Here, too, something similar applies to letters: At the end of your eMail the recipient should know exactly what he has to do (or not).

Finish yours eMail basically with a salutation. Give your recipient more than a simple "Greetings, Daniel Mayer" and give them a binding word, such as "Best regards," "Greetings" or "Kind regards".

Step 5: Add a signature

Overview

The signature contains your most important contact information, namely title, full name, address, telephone, fax, eMailand Internet address. Set your signature to be a maximum of 40 characters wide.

If yours eMailAddress with the prefix "mailto:" (ie "mailto: fahrlehrer@dafler.de") provided, then your address is linked and the recipient can immediately by clicking a blank eMail open to you. You should also complete your internet address.

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Step 6: Check and correct your text

Overview

Many eMailWriters believe electronic mail needs no correction. Not even close! As already said, should eMails are treated with the same care as letters in form and content. This includes a conscientious correction, in terms of content, spelling, punctuation, style, comprehensibility and form.

In this context, a word about form or layout: As with all other (conventional) forms of written communication, applies also to eMails the principle: the easier, the better. Write in plain text format and do without HTML or Rich Text Format. What looks good on your PC may be distorted or misrepresented on another screen - this can not happen if yours eMail Send "unvarnished".

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Also for one eMail of course applies in the end: correct! Check the correctness of content, formalities, spelling and quotations.

Step 7: Enter the recipients and attach attachments if necessary

Overview

Has that happened to you before? Quick typed a message with salopper salutation or personal information, put it away - and then you just realized that the eMail went to the wrong address? Embarrassing. And avoidable! A few tips for your eMails are not for the ton.

Only at the very end of your eMail You should enter the recipient (s) in the "To" field. Why? Firstly, it protects you from accidental premature mailing, in case you - before you start writing your eMail finished - inadvertently click on "send". On the other hand, this step is deliberately at the end, in order to make aware of the importance of recipient selection.

masseMails: Who cares what?

Overview

As you at eMails can easily send multiple recipients the same message, many office workers use this opportunity. The problem with this: one tends to his eMails also to send persons who are not interested in the content or only marginally.

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In this respect, this seventh step is again a filter. Already in the first step you have considered whether your eMail really necessary - now check a second time. Always send your messages to the recipients who absolutely must receive them. Because with everyone eMailAs you send off, the news flood is rising.

CC not to anyone!

Overview

The same applies to the entry of names in the copy line ("CC") - be cautious and only use recipients if you are convinced that they really need to be informed about the process. Most eMailPrograms also have the ability to send messages as "blind copy" ("BCC") to other recipients. In this case, the addressed recipients do not see who is still receiving this message.

This is usually rude and should therefore be avoided. Only in one case, an exception seems justified: namely, if you for privacy reasons the eMail-Addresses of your mailing list from others (for example, when sending a newsletter).

Just do not make a fool of yourself!

Overview

The standard programs also have the function of indicating importance and confidentiality with different levels. Do not use it. Only use the "high priority" (exclamation mark) tag if it is really appropriate.

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The matter of setting priorities is important: If you often label your messages as urgent, you are ridiculous and will soon be taken seriously!

If you send photos

Overview

Photos can be a very welcome and informative supplement to your eMail his. A few points you should keep in mind:

  1. Photos are usually digitally provided today and should have a resolution of at least 300 dpi.
  2. Give each photo a caption; this should explain who or what is on the picture. Record the first and last names of the displayed items from left to right. Also mention the functions of the persons and the occasion of the recording.
  3. Take pictures of people and not things; Do not use models and do not make commercials, but show "real life". But beware: For legal reasons, ask people for permission before!

Attachment Size

Overview

Finally, before you click "Submit", attach your attachments if necessary. Keep in mind the following: Check that the file size of the attachments is not too large for your recipient. Some companies have limited the maximum amount of data that employees can receive, for example on 5 MB.

So it may be yours eMail intercepted by the company server and not delivered. Use virus-proof and compact file formats. Uncritical and welcome are pdf attachments.

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Tip to end: absence note

Overview

If you do not go for a long time eMail to achieve, then you should be in your eMailProgram activate the Out of Office feature. Please refrain from using funny phrases ("I'll recover in Majorca for the next fourteen days") or just throw a piece of text ("I'll leave then").

Instead, you should say, without justification, when you can be reached again and who represents you in the meantime; enter phone number and eMailAddress of your representative.


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  1. firm-job

    7 steps to the perfect eMail 1 / 3: Uniquely Formulated | CHARACTER PICTURES - Exciting contributionTYzXlPE4OO

  2. firm-job

    7 steps to the perfect eMail 1 / 3: To put it clearly: The electronic mailbox is used in numerous applications ... - Exciting contributionncSChle6QF

  3. Competencepartner

    7 steps to the perfect eMail 1 / 3: To put it clearly: the electronic mailbox is b ... - Exciting contributionezhJR1Et4D #Profile #Development

  4. Lars

    With e-mails one must observe the same rules as with letters if one wants to write a good email. Otherwise you have to observe the electronic hurdles that can occur if you do not have so much exercise with technology and Internet.

    • Simone Janson

      I agree with that.

  5. F. Vorgaesser

    In my opinion comes into the subject only a short fact, what is it, or? In any case, I have the best experience.

    • Simone Janson

      I would also say: The shorter, the better. Mr Däfler is, however, right with one thing: the more meaningful the better.
      And so I would say: Better longer and more meaningful than shorter and non-sagging.

  6. job college

    The Career Driving License: Write an E-Mail in 7 Steps (Part 1): The Electronic Bri ...

  7. Competencepartner

    The Career Driving License: Write an E-Mail in 7 Steps (Part 1): The Electronic Bri ...

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