Seminar Presentation - Draft

8/2/2019 Seminar Presentation - Draft

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Father of E-Mail

Raymond Samuel Tomlinson ,born 1941, Amsterdam, New York,is a programmer who implementedan email system in 1971 on the

Arpanet.

The first email Tomlinson sent wasa test e-mail. It was not preservedand Tomlinson describes it asinsignificant, something like"QWERTYUIOP ".



General Format: The Basic & Character SpacingWrite a salutation for each new subject email.

Try to keep the email brief (one screen length).

Return emails within the same time you would a phone call.

Check for punctuation , spelling , and grammatical errors.

Use CAPS only when appropriate.

Format your email for plain text rather than HTML.

Use a font that has a professional or neutral look.

Try to keep your line length at 80 characters or less and If likely to beforwarded , then 60 characters or less.

Set your email preferences to automatically wrap outgoing plain textmessages.



General Format: Tone

Write in a positive tone“When you complete the report.” instead of “If you complete the report.”

Avoid negative words that begin with “un, non,ex” or that end with “less” (useless, non-existent,ex-employee, undecided, but).

Use contractions to add a friendly tone.(don’t, won’t, can’t).





When your message is long

Create an “ elevator ” summary.

Provide a table of contents on the first screen ofyour email.

If you require a response from the reader then besure to request that response in the firstparagraph of your email and highlight points that

will benefit him.

Create headings for each major section.



Signature

1. Closing2. Name3. Designation4. Department and company address5. Phone number6. E-Mail address (Many user with same name)7. Link to your website8. Quote ? (Short quotes / Company quotes)



Writing a complaint

You should briefly state the history of the problem toprovide context for your reader.

Explain the attempts you made previously to resolvethe problem.

Show why it is critical for the problem to be resolved by your reader.

Offer suggestions on ways you think it can be resolvedor how you are willing to help in the matter.



Flaming & their responses.

Flaming is a virtual term for venting or sendinginflammatory messages in email.

Flame fights are the equivalent to food fights and tend toaffect observers in a very negative way.

Before you send an email message, ask yourself, “would Isay this on this person’s face? ”

Calm down before responding to a message that offends

you. Once you send the message it is gone.

Read your message twice before you send it and assumethat you may be misinterpreted when proof reading.



Assertiveness Model

Assertiveness Model

Use link phrases

1. Use empatheticstatement I realize that you …….

2. Say how you feel However I feel …..

3. Say what you want Therefore, I want ……

4. Ask for suggestions andoptions

So, what do you think?

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Seminar Presentation - Draft