Business Emails

Download Business Emails

Post on 31-Oct-2014




1 download

Embed Size (px)




<ul><li> 1. Business EmailsBibaswan Ghoshal TA, ALES204, University of Alberta 30/03/2012</li></ul> <p> 2. Lecture Outline How to write emails Writing a cover letter Confidentiality and Security Email ManagementBy the end of the lecture you should have 3 criticallyliterate tweets @JessL, #ALES204, @bibaswanghoshal 2 3. 3 4. 4Email,Taken from:, March 29, 2012 5. 5Smart devices, Taken from: March 29, 2012 6. Email Statistics In 2011, 3.1 billion email users Expected to reach above 4 billion by 2015 More than 55% of the smart phone users use email astheir primary application Major players Hotmail Yahoo Gmail6 7. The Four Questions Why are you writing? Who are you writing to? What is the situation? What do you want from the recipient? 7 8. The Four Parts The Opening The Focus The Action The Closing 8 9. The Five To-Dos Simple Sentences and Word choices Professionalism Concise and to the point Well-planned Addressing9 10. 10 11. Cover Letter Supplement to your resume Express interest in a position (academic or corporate) Highlights key things of your resume Creates the urge to open your CV attachment 11 12. The Four Way Planning Research the company, employer or professor Research the position details Obtain the perfect email address Relate your strengths and weaknesses. Be Unique12 13. The Opening Proper salutation (Dear / Hello) Designation (Dr., Mr. Mrs., Ms., Miss, Sir/Madame) Use Last name only Dont use To whom it may concern Tell in brief about yourself Grab attention Get straight to your objectives13 14. The Focus 1-2 paragraphs Short, concise and organized Sell your top qualities first Sell your related experience Focus on the addressees benefits Focus on your achievements If academic, include relevant course work14 15. The Action Request for a response Mention your availability Dont be vague I am available all week. Call me anytime I am available for a meeting every weekday between 9-12 and 2-5. Provide relevant contact information 15 16. The Closing Appreciate their time Refer to your CV attachment or html resume for details Use proper closing remarks Use full signature 16 17. Comments Professionalism Proofread and spell check You have to make him open your CV Be confident and enthusiastic17 18. 18 19. Threats to Emails Loss of confidentiality Loss of integrity Lack of data origin authentication Lack of encryption Lack of notification of receipt 19 20. Threats by Email Disclosure of sensitive information Exposure of systems to malicious code Unauthorized access Denial of service20 21. Threats Spam (80% of emails are spam) Phishing (60% of users get 1 email/day) Viruses Spywares21 22. Protect Yourself Dont venture Use separate email for professional and personaluse Think twice before giving out your email Dont send passwords and important financialinformation Delete browser history, cache, cookies, user idsand passwords after using a public Internetconnection Back up your Email. 22 23. Prevention Use anti-virus and anti-spyware softwares Understand the risks and act accordingly Use strong passwords Encrypt wireless connections Use encryption and digital signatures for important Email23 24. 24 25. Why Manage? Official and legal document Huge in numbers Contains crucial information There is no such thing as deleted email Technology exists to recover deleted items Backups may exist Others may have a copy25 26. The Four Ds Delete it Do it Delegate it Defer it 26 27. Managing Emails Organize Email into folders. Use filters and labels Mark important emails Keep a copy of all sent Email Review and clean out folders periodically27 28. 28 </p>