TEX2601 Lesson 3
Busine
INTRODUCTION ss
introduction
Business E-mail requires specific style, register and netiquette.
Email
E-MAIL FOR DUMMIES
email for dummies
E-mail initially defined as means of sending messages (letters) between
computers via internet (also known as computer mediated
communication).
E-mail is swift, reduces disturbances, and gives recipient time to reflect on
message.
Can access e-mail from any communication device.
Is popular because its effective.
In business/work e-mail is used to communicate, inform, enquire, and keep
record of discourse between sender and receiver.
Memos and notifications have been almost completely replaced by e-mail.
Has reduced paper usage and filing. It is ‘green.’
Things that contribute to making e-mail ideal:
1. Cost: cost of e-mail isn’t dependent on weight or distance.
Companies can reach new/existing consumers anywhere in
world at lower cost.
2. Speed: sent and received in few seconds. Speed of e-mail is
ideal for communications and public relations industry. Also
creates expectation of quick response.
3. Multiplicity: e-mail software allows inclusion of many recipients.
ANATOMY OF AN E-MAIL
anatomy of an email
James Dean <>
Re: Appointment of new magistrate, Tzaneen district
To: Sam Shepard
CC: Elisabeth Taylor; Rock Hudson: Robert Redford
BCC: Judy Garland
Dear Colleagues
Kindly take note that the honourable Precious Ringane has been
appointed as a new magistrate in the Tzaneen district. She will take
office in two months after completing training in Pretoria.
Regards
James
James Dean
HR Practitioner 1
Department of Justice
, THE E-MAIL ADDRESS
the email address
Recipient will most likely open e-mail based on address, appearance of
name and subject line,
E-mail address consists of two parts; username (individual is identified)
and domain name (organisation where individual can be found).
In example above, ‘gov.za’ is known as source route. Number of
abbreviations that give idea of type of institution or body and every
country has its own e-mail and web address code.
Domain name and country code is safest way to determine is address is
spam, virus, or a spider.
Different ways of constructing username is address, name as one word,
names separated by full stops, underscore, upper- and lower-case letter,
and then cryptic usernames that don’t always make sense immediately.
Private e-mail addresses use same structure, but often reveal creative
streak in account holder.
(BLIND) CARBON
blind COPIEScopies
carbon
Function of carbon copy (CC) is to bring message to attention of another
recipient who may be concerned or engaged with same topic.
CC option functions as witness. Message is not directed to recipients in CC
but they are important enough to be included. Can also CC yourself.
Blind carbon copy (BCC) functions similar to CC option. Difference is that
recipient(s) of e-mail wont see names or addresses of those included in
BCC field.
BCC Is completely private.
BCC option is ideal if you want to send a copy of your e-mail to someone
specific but you do not want any of the other recipients to know who was
also included.
SUBJECT LINEline
subject
Indicates subject of e-mail content.
Most important and effective part of e-mail.
Strength of subject line determines if e-mail will be read and determine
importance.
Write subject line with recipient in mind, must be clear and sufficient.
Guidelines for writing subject line:
1. Keep it short. No longer than 8 words.
2. Be self-explanatory. Indicate content of message. Vague
and non-specifics should be avoided.
3. Only change subject lines when necessary.
4. Do not leave it blank.
5. Do not mislead.
2
Busine
INTRODUCTION ss
introduction
Business E-mail requires specific style, register and netiquette.
E-MAIL FOR DUMMIES
email for dummies
E-mail initially defined as means of sending messages (letters) between
computers via internet (also known as computer mediated
communication).
E-mail is swift, reduces disturbances, and gives recipient time to reflect on
message.
Can access e-mail from any communication device.
Is popular because its effective.
In business/work e-mail is used to communicate, inform, enquire, and keep
record of discourse between sender and receiver.
Memos and notifications have been almost completely replaced by e-mail.
Has reduced paper usage and filing. It is ‘green.’
Things that contribute to making e-mail ideal:
1. Cost: cost of e-mail isn’t dependent on weight or distance.
Companies can reach new/existing consumers anywhere in
world at lower cost.
2. Speed: sent and received in few seconds. Speed of e-mail is
ideal for communications and public relations industry. Also
creates expectation of quick response.
3. Multiplicity: e-mail software allows inclusion of many recipients.
ANATOMY OF AN E-MAIL
anatomy of an email
James Dean <>
Re: Appointment of new magistrate, Tzaneen district
To: Sam Shepard
CC: Elisabeth Taylor; Rock Hudson: Robert Redford
BCC: Judy Garland
Dear Colleagues
Kindly take note that the honourable Precious Ringane has been
appointed as a new magistrate in the Tzaneen district. She will take
office in two months after completing training in Pretoria.
Regards
James
James Dean
HR Practitioner 1
Department of Justice
, THE E-MAIL ADDRESS
the email address
Recipient will most likely open e-mail based on address, appearance of
name and subject line,
E-mail address consists of two parts; username (individual is identified)
and domain name (organisation where individual can be found).
In example above, ‘gov.za’ is known as source route. Number of
abbreviations that give idea of type of institution or body and every
country has its own e-mail and web address code.
Domain name and country code is safest way to determine is address is
spam, virus, or a spider.
Different ways of constructing username is address, name as one word,
names separated by full stops, underscore, upper- and lower-case letter,
and then cryptic usernames that don’t always make sense immediately.
Private e-mail addresses use same structure, but often reveal creative
streak in account holder.
(BLIND) CARBON
blind COPIEScopies
carbon
Function of carbon copy (CC) is to bring message to attention of another
recipient who may be concerned or engaged with same topic.
CC option functions as witness. Message is not directed to recipients in CC
but they are important enough to be included. Can also CC yourself.
Blind carbon copy (BCC) functions similar to CC option. Difference is that
recipient(s) of e-mail wont see names or addresses of those included in
BCC field.
BCC Is completely private.
BCC option is ideal if you want to send a copy of your e-mail to someone
specific but you do not want any of the other recipients to know who was
also included.
SUBJECT LINEline
subject
Indicates subject of e-mail content.
Most important and effective part of e-mail.
Strength of subject line determines if e-mail will be read and determine
importance.
Write subject line with recipient in mind, must be clear and sufficient.
Guidelines for writing subject line:
1. Keep it short. No longer than 8 words.
2. Be self-explanatory. Indicate content of message. Vague
and non-specifics should be avoided.
3. Only change subject lines when necessary.
4. Do not leave it blank.
5. Do not mislead.
2
