Professional Communication: Email Correspondence

In this presentation, we have discussed about the importance of email, structure and procedure, style and guidelines as well as security and precautions for using email.

1. EMAIL CORRESPONDENCE Presented by: Samia Rowzatul Rahman Naima Akter Bristy Mohammad Mustafizur Rahman 2

2. Why email is important?

3. IMPORTANCE Cost affordable E asy to use Less time consuming Confirmed immediately Time friendly It includes attachment Improve individual and corporate professionalism 4

4. What is the structure of email?

5. STRUCTURE From Date To CC Subject Salutation Body Leave Taking Sign off 6

6. Sample of Email Structure

7. Sample of Email Structure (cont'd )

8. What will be the style of an email?

9. STYLE Avoid long introduction or detailed references Better to start with warm up sentences Maintain a professional tone Try to reduce the use of punctuation marks

10. STYLE ( cont'd) Use only standard abbreviations Avoid shortened forms Highlight with different forms End with courteous word or sentence

11. Example: Personal (Informal) Email 12

12. Example: Semiformal Email 13

13. Example: Formal Email 14

14. Guidelines for Using Email

15. GUIDELINES Background and status of the receiver Check the write-up How the write-up looks on screen Let your subject be specific, appropriate and meaningful Use bullets or numbers if needed

16. GUIDELINES (cont'd) Examine your inbox and delete all unwanted emails Set up filters and different folders according to the subjects Use CC or BCC when it is necessary Log out or sign off from your account

17. SECURITY AND PRECAUTIONS

18. SECURITY AND PRECAUTIONS (cont'd) Do not use this medium in all your contacts Do not reveal your identity to a stranger Keep your personal information personal Do not give your email in any unnecessary websites Keep your anti-virus software up-to-date 19

19. SECURITY AND PRECAUTIONS (cont'd) Do not reply to spam or forward chain emails Do not open attachments from strangers Use a strong passwords and set up two-step verification Change your password and keep it safe Disconnect from the internet 20

20. SECURITY AND PRECAUTIONS (cont'd) 21

21. SECURITY AND PRECAUTIONS (cont'd) 22

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