Email Culture
Much of life is known only at work and with real tasks.
At school and institute, many of us were taught the culture of communication, writing, table behavior, talking on the phone, or behavior in the presence of ladies. There is one more form-factor of communication between people in our life today - this is e-mail.
Unfortunately, I often notice a complete lack of a culture of e-mail communication among almost all segments of the population. I constantly have to correspond by e-mail with many people: from students to accounting grandmothers, from full dummies to the most experienced IT employees of the largest companies. Not many of my friends can actually write an email or conduct business correspondence.
Under the cat are some simple rules to help you communicate culturally via email.
Your “nickname”
Many people use personal email rather than corporate mail (look at the results of my analysis of the use of mail by accountants ). Very often people use personal mail when applying for a job. Look carefully at your “nickname” - it should be a “normal” word. Very often, many still at school-institute got a name for themselves like tanechka-lastochka @ or even worse zubastik23 @ and use it to this day. Best of all, if your "nickname" will reflect your last name and first name. The exception is difficult for writing in English surnames and names - in this case, you need to be creative in approaching the issue. A good example of a nickname: zhukovau@ya.ru or frolkin.kirill@gmail.com
Your name
If you use personal mail for business correspondence with customers and partners in the account settings, it is important to correctly set your Name and Surname, for example, at the mail frolkin.kirill@gmail.com, the account owner should be recorded as Frolkin Kirill, and not “Kiryusha F” or “ frolkin kirill. " Many do not understand why these settings are needed - when your interlocutor receives a letter - he sees your “kiril FF” in the field from whom.
A good tone is a description of your name in Russian, without forgetting about the register. English spelling is acceptable only if you often correspond with foreigners.
I had a rather funny case when communicating with the chief accountant of one company, whose name was Vlaimir Vladimirovich, and in the name and surname he had: “Khristenko Lyubov Gennadevna”.
Signature
You must correctly form your signature. This is also done in the mail settings. The main requirement for the signature: your interlocutor must understand who he is talking to and what are the possible means of communication with you.
Example of a successful signature:
An example of a failed signature:
Subject - WHAT do you want?
If you want the letter to be read, formulate the subject of the letter correctly. The heading of your email should contain a short phrase that will force the person (recipient) to read your letter. This method is best used by SPAMers - their main task is to give a name to the subject of the letter so that you at least take a look at the text. If you write to a person who does not expect a letter from you, be sure to indicate in the title of his name, for example: “N. Kozlova. | from the ITR company ”, so your addressee will not confuse the letter with SPAM (after all, the main trouble of SPAMers is that they don’t know the name of the person to whom they write). If you are not writing the first message to a person or are in constant correspondence with him, indicate the topic that you are discussing (indicating the name is no longer critical), for example, “for Natalia from the Engineering Company regarding the approval of the Agreement”
or "the name and password of the DELTA system until 09/19/2008."
Reply to a letter (Reply)
When you have been written a letter that requires an answer on your part, you must use the reply function, and not create a new letter. This seemingly banal rule is forgotten by many when they reply to the letter some time after they read it. Always use search to find an incoming message, and only then reply to it. This is extremely important because your interlocutor will understand what letter you reply to him.
The same applies to the Forward function, when you forward a letter from one person to another.
There are two possible answers to the letter: when your answer is above the old text and when your answer is below the old text. In my opinion, it is correct to use the first option, because the main task of the letter is to convey your answer, and the history of correspondence can be read from below. Sometimes you have to give an answer directly in the text of the letter, when it contains many points, this is not very beautiful, but this is the only option to give an answer to a person if he has not thought about the structure of his letter to you.
Always reply to emails
Communication by e-mail is significantly different from communicating by phone or correspondence by carrier pigeons. The main difference is the speed of communication. There are only two means of more rapid communication - ICQ (and others like them) and actually personal communication.
Let the person who wrote you the letter understand that the letter has arrived - even if your answer is a banal “OK”. If you can answer right away, answer right away: e-mail means promptness, and a person will be pleased if you respond promptly.
One letter - one task
If you write a person a letter, do not forget that he is a person, not a robot. If you want to convey a lot of information that requires different actions (for example, write a meeting report, a schedule for the week, your thoughts about sales and the question of where the corporate party will be held), pass this information in different letters. Think about the person who will have to parse your letter - it is much easier to work if each action is in a separate letter and when performing the action, your interlocutor will close the next letter and open a new one.
Think Before You Send
Before you send a letter (especially for important letters), remember the saying: "Measure seven times - cut once." Read the letter again - do you state everything succinctly and clearly? Did you make grammatical mistakes? Have you made a mistake in the patronymic name of the person to whom you are sending the letter?
Do not trust robots.
Some email clients suggest that you automatically put down a welcome message, such as "Hello, ...". I would not trust robots - I always write a greeting myself, for example, “Good afternoon, Lyudmila Vasilievna ..., because the use of robots can lead to poor results when a person incorrectly entered his name, for example. And this letter may come out: “Hello, Regional” or “Hello, tanka87”.
At school and institute, many of us were taught the culture of communication, writing, table behavior, talking on the phone, or behavior in the presence of ladies. There is one more form-factor of communication between people in our life today - this is e-mail.
Unfortunately, I often notice a complete lack of a culture of e-mail communication among almost all segments of the population. I constantly have to correspond by e-mail with many people: from students to accounting grandmothers, from full dummies to the most experienced IT employees of the largest companies. Not many of my friends can actually write an email or conduct business correspondence.
Under the cat are some simple rules to help you communicate culturally via email.
Your “nickname”
Many people use personal email rather than corporate mail (look at the results of my analysis of the use of mail by accountants ). Very often people use personal mail when applying for a job. Look carefully at your “nickname” - it should be a “normal” word. Very often, many still at school-institute got a name for themselves like tanechka-lastochka @ or even worse zubastik23 @ and use it to this day. Best of all, if your "nickname" will reflect your last name and first name. The exception is difficult for writing in English surnames and names - in this case, you need to be creative in approaching the issue. A good example of a nickname: zhukovau@ya.ru or frolkin.kirill@gmail.com
Your name
If you use personal mail for business correspondence with customers and partners in the account settings, it is important to correctly set your Name and Surname, for example, at the mail frolkin.kirill@gmail.com, the account owner should be recorded as Frolkin Kirill, and not “Kiryusha F” or “ frolkin kirill. " Many do not understand why these settings are needed - when your interlocutor receives a letter - he sees your “kiril FF” in the field from whom.
A good tone is a description of your name in Russian, without forgetting about the register. English spelling is acceptable only if you often correspond with foreigners.
I had a rather funny case when communicating with the chief accountant of one company, whose name was Vlaimir Vladimirovich, and in the name and surname he had: “Khristenko Lyubov Gennadevna”.
Signature
You must correctly form your signature. This is also done in the mail settings. The main requirement for the signature: your interlocutor must understand who he is talking to and what are the possible means of communication with you.
Example of a successful signature:
We hope for mutually beneficial and long-term cooperation!
Sincerely, Andrey Yurievich Zhukov ,
Head of Sales
, ITR Company zhukov@referent.ru (495) 781-49-44 8 903 774-32-07
An example of a failed signature:
Hall of Fame: see the best on Yandex.Fotki http://fotki.yandex.ru/hall-of-fame/
Subject - WHAT do you want?
If you want the letter to be read, formulate the subject of the letter correctly. The heading of your email should contain a short phrase that will force the person (recipient) to read your letter. This method is best used by SPAMers - their main task is to give a name to the subject of the letter so that you at least take a look at the text. If you write to a person who does not expect a letter from you, be sure to indicate in the title of his name, for example: “N. Kozlova. | from the ITR company ”, so your addressee will not confuse the letter with SPAM (after all, the main trouble of SPAMers is that they don’t know the name of the person to whom they write). If you are not writing the first message to a person or are in constant correspondence with him, indicate the topic that you are discussing (indicating the name is no longer critical), for example, “for Natalia from the Engineering Company regarding the approval of the Agreement”
or "the name and password of the DELTA system until 09/19/2008."
Reply to a letter (Reply)
When you have been written a letter that requires an answer on your part, you must use the reply function, and not create a new letter. This seemingly banal rule is forgotten by many when they reply to the letter some time after they read it. Always use search to find an incoming message, and only then reply to it. This is extremely important because your interlocutor will understand what letter you reply to him.
The same applies to the Forward function, when you forward a letter from one person to another.
There are two possible answers to the letter: when your answer is above the old text and when your answer is below the old text. In my opinion, it is correct to use the first option, because the main task of the letter is to convey your answer, and the history of correspondence can be read from below. Sometimes you have to give an answer directly in the text of the letter, when it contains many points, this is not very beautiful, but this is the only option to give an answer to a person if he has not thought about the structure of his letter to you.
Always reply to emails
Communication by e-mail is significantly different from communicating by phone or correspondence by carrier pigeons. The main difference is the speed of communication. There are only two means of more rapid communication - ICQ (and others like them) and actually personal communication.
Let the person who wrote you the letter understand that the letter has arrived - even if your answer is a banal “OK”. If you can answer right away, answer right away: e-mail means promptness, and a person will be pleased if you respond promptly.
One letter - one task
If you write a person a letter, do not forget that he is a person, not a robot. If you want to convey a lot of information that requires different actions (for example, write a meeting report, a schedule for the week, your thoughts about sales and the question of where the corporate party will be held), pass this information in different letters. Think about the person who will have to parse your letter - it is much easier to work if each action is in a separate letter and when performing the action, your interlocutor will close the next letter and open a new one.
Think Before You Send
Before you send a letter (especially for important letters), remember the saying: "Measure seven times - cut once." Read the letter again - do you state everything succinctly and clearly? Did you make grammatical mistakes? Have you made a mistake in the patronymic name of the person to whom you are sending the letter?
Do not trust robots.
Some email clients suggest that you automatically put down a welcome message, such as "Hello, ...". I would not trust robots - I always write a greeting myself, for example, “Good afternoon, Lyudmila Vasilievna ..., because the use of robots can lead to poor results when a person incorrectly entered his name, for example. And this letter may come out: “Hello, Regional” or “Hello, tanka87”.