Father of E-Mail

Raymond Samuel Tomlinson, born 1941, Amsterdam, New York, is a programmer who implemented an email system in 1971 on the Arpanet. The first email Tomlinson sent was a test e-mail. It was not preserved and Tomlinson describes it as insignificant, something like "QWERTYUIOP".

General Format: The Basic & Character Spacing

Write 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 be forwarded, then 60 characters or less.
Set your email preferences to automatically wrap outgoing plain text messages.

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. (dont, wont, cant).

TO, CC, BCC Subject Lines & Attachments

To - people directly addressing. Cc - people indirectly addressing. (Ensure that recipients dont mind their email ids being exposed) BCCs - avoid publishing email ids to others/strangers. Use a Smart Subject Line. All messages should have clear and specific Subject Lines that o describes the message content o specifies if there are any actions required & due dates o mentions clearly who the message is for.

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 Lab File.

When your message is long

Create an elevator summary. Provide a table of contents on the first screen of your email.

If you require a response from the reader then be sure to request that response in the first paragraph of your email and highlight points that will benefit him.
Create headings for each major section.

Signature
1. 2. 3. 4. 5. 6. 7. 8. Closing Name Designation Department and company address Phone number E-Mail address (Many user with same name) Link to your website Quote ? (Short quotes / Company quotes)

Writing a complaint
You should briefly state the history of the problem to provide context for your reader. Explain the attempts you made previously to resolve the problem. Show why it is critical for the problem to be resolved by your reader. Offer suggestions on ways you think it can be resolved or how you are willing to help in the matter.

Flaming & their responses.

Flaming is a virtual term for venting or sending inflammatory messages in email. Flame fights are the equivalent to food fights and tend to affect observers in a very negative way.

Before you send an email message, ask yourself, would I say this on this persons 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 assume that you may be misinterpreted when proof reading.

Assertiveness Model

Assertiveness Model

Use link phrases

1. Use empathetic statement 2. Say how you feel 3. Say what you want 4. Ask for suggestions and options

I realize that you . However I feel .. Therefore, I want So, what do you think?