Professional Emails writing 

Saturday, September 15, 2012 4:03:00 PM

  Email has become very prevalent in most people’s lives although this technology is available to everyone, and most people are accustomed to using email, people still are not very savvy when it comes to understanding how email functions in a relationship both personally and professionally.

In the beginning I'd like to acknowledge some behaviors that you should stick with before writing an email:

Be sure you have permission to communicate with your professors(or your employer and you meet the requirement in his Ad) via email.
- Complaints about salary and projects should generally be discussed in person.
- Post your concerns or questions in a timely manner.
- Say “Please” and “Thank you”, AND MEAN IT!!
- Start with an appropriate greeting.
- Introduce yourself.  
- Put your main idea first.
- Make DDLs clear.

You have to know that what you say in an email cannot be taken back; it is in black and white so be sure:
Many people become frustrated with a co-worker, boss, or office policy and have the need to vent that frustration. However, there are some serious problems with flaming and it should happen sparingly in emails
Before you send an email message, ask yourself, “would I say this to this person’s face?”
Read your message twice before you send it and assume that you may be misinterpreted when proofreading

If someone did not follow the previous points this will be the perfect answer,

"Please let me know what other options I may have overlooked. I am willing to meet with the department head and the executive board to seek out a solution that is fair to the members and is good for the business of the organization"
Most often when people receive complaints the natural reaction is to ask “so how does this involve me?” so the previous answer will be enough
If none of the above tactics work then it is most appropriate to take this concern outside of the electronic sphere and into the traditional interpersonal (face to face) sphere.
The Elements of an E-mail,

First General format:
-Try to keep the email brief (one screen length).
-Check for spelling, punctuation, and grammatical errors.
-Use Capital letters appropriately.
-Use a font that has a professional or neutral look.
-Consistent spaces between paragraphs.
-Empty lines are used in crowd e-mails
-Send one point per email.
-Be clear on the expected response.
-Recognize formal/informal emails.
-Never email while you’re angry.
-No crazy colors or fonts.
-Be careful with “Reply” and “Reply to all”.
-Try to keep your line length at 80 characters or less.

Directions for Netscape email users:

-Click on the “Edit” menu on the task bar.
- Click on the “preferences” option.
-Choose the “Mail & Newsgroups” option.
-Click on the “Messages” option. Look to the right of the menu and focus on the “message wrapping” section. Be sure the number of characters selected for outgoing messages is between 70-80 characters,
If your message is likely to be forwarded, keep it to 60 characters or less.

When you are writing directions or want to emphasize important points, number your directions or bullet your main points.

Write in a positive tone,
Avoid negative words that begin with “UN, none, ex” or that end with “less” (useless, non-existent, ex-employee, undecided).

When you are sending an attachment, tell your respondent what the name of the file is, what program it is saved in, and the version of the program:
“This file is in MSWord 2000 under the name “email writing.”

It is okay to address someone directly on the list. Ex, “Hi Saba, regarding your question”
Change the subject heading to match the content of your message.

A summary should be included with all the main components of the email= Table of contents such that:
“This email contains,
A. Budget projections for the last quarter.
B. Actual performance for the last quarter.
C. ……

What about delivering bad news in your E-mails?

Deliver the news up front:
Put the bad news before the reason such that: We are unable to do something due to budget cuts!!
Avoid blaming and always offer your help.
Do not wait until the end of the day to introduce a problem or concern via memo or email,
Maintain a positive resolve.

The last move is your Signature:
● Full Name
Saba Ahmmad
● Position, where
Human Recourses, Jo Engineer
● Phone, Email
M: +962 7777777 E-mail: Saba Ahmad @****.com
● Address
JoEngineer Jordan
P.O.Box 88888 - Amman 88888 Jordan | www.*****.org/jordan
● Partners
● Logo

Provided By Saba Ahmad -Modified by Jo Engineer Team