How to Write a Official E-Mail

How to Write a Official E-Mail, the E-Mail Etiquette are highly essential for all of us in order to enable the addressed person understand us properly, understand the requirement, avoid spamming & avoid consuming IT infrastructure of the organisation.

Please do go through the following basic e-mail etiquette. All of us need to observe the etiquette and guide other team members also in this direction.

1. Flow of the mail
Start the mail with courtesy like “Dear ____”, “Hi _____” etc. based on your relationship with the recipient of the mail. Give the background of the context in a paragraph. Close the mail with a conclusion, use “Regards and/or Thanks” at the end, after that place your signature with your identity and contact details at the end of the mail.

2. Use a meaningful subject.
Use a subject that is meaningful to the recipient as well as yourself.

3. Be concise and to the point.
Do not make an e-mail longer than it needs to be. Reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read.

4. Do not overuse Reply to All.
Send or Reply only to the person (s) for whom the content of the mail is of actual use. Don’t use “Reply All” when your response is not required for every person who has got the original mail. More the number of recipients, more of infrastructure is consumed, more junk is your mail.

5. Group Mailing
Many people have habit of sending a mail to large number of recipients whether or not it is actually needed. Avoid sending mails to group IDs if it is not meant for all the members of the group you are sending the mail. Send the mail only to the person from whom you expect resolution/response. Don’t send your mail to large number of persons who are not required.

6. Do not attach unnecessary files.
By sending large attachments you can annoy customers and even bring down the e-mail system. Wherever possible try to compress attachments and only send attachments when they
are productive.

7. Use proper spelling, grammar & punctuation.
This is not only important because improper spelling, grammar and punctuation give a bad impression, it is also important for conveying the message properly. E-mails with no full stops or commas are difficult to read and can sometimes even change the meaning of the text. Use spell check before sending the mail

8. Font of the Mail.
IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly annoying and might trigger an unwanted response in the form of a flame mail. Typing your emails in all small case gives the perception of laziness. So, use sentence cases wherever CAPITAL and wherever small letter is required. The ideal font colour is black or blue and the font size 12 which makes your mail properly readable.

9. Use proper structure & layout.
Since reading from a screen is more difficult than reading from paper, the structure and lay out is very important for e-mail messages. Use short paragraphs and blank lines between each paragraph. When making points, number them or mark each point as separate to keep the overview.

10. Don’t overuse the high priority option.
We all know the story of the boy who cried wolf. If you overuse the high priority option, it will lose its function when you really need it. Moreover, even if a mail has high priority, your message will come across as slightly aggressive if you flag it as ‘high priority’.

11. Don’t leave out the message thread.
When you reply to an email, you must include the original mail in your reply, in other words click ‘Reply’, instead of ‘New Mail’. A ‘threadless email’ will not provide enough information and recipient you will have to spend a frustratingly long time to find out the context of the email in order to deal with it.

12. Take care with abbreviations and emoticons.
In business emails, don’t use abbreviations such as BTW (by the way) and LOL (laugh out loud). The recipient might not be aware of the meanings of the abbreviations and in business emails these are generally not appropriate. The same goes for emoticons, such as the smiley :-).

13. Do not forward chain mails.
Do not forward chain mails which doesn’t have any connection with the business of the organisation. We can safely say that all of them are hoaxes.

14. Do not use email to discuss confidential information.
Sending an email is like sending a postcard. If you don’t want your email to be displayed on a bulletin board, don’t send it. Moreover, never make any libelous, sexist or racially discriminating comments in emails, even if they are meant to be a joke.

Kainth’z Email:-

8 Words while take care in Interview

If you planning for a Interview always care for these tips which can prove you to perfect for a Interview. Is your resume full of adjectives? Does your cover letter describe you in five different ways? How do you respond when an interviewer asks you to describe yourself?

Make sure that the words you use to represent yourself as a candidate for a job aren’t costing you your success!
1. Expert
One of the common theory that it takes around 10,000 hours of practice in one particular field for someone to become an expert in that topic or skill. Before you dub yourself an expert in anything when writing your resume, take a minute to consider whether you really have reached expert status when it comes to that particular topic. Would other people consider you to be an expert? Or are you simply describing something you happen to be interested in, or enjoy doing? Use terms of authority sparingly if you don’t have the experience to back them up.

2. Creative
There Once you’ve described yourself as an ideas person, a recruiter or hiring manager is going to expect you to be able to back up that claim. So if your heart is set on describing yourself as a creative person, you had better have some examples of specific circumstances when you’ve used creativity in the workplace. Make your self-professed creativity tangible to an employer, and demonstrate ways that your creative flair has made a positive difference to the way you work, or given you an idea that has benefited your team.

3. Organised
Al most people have to be organised to a certain degree, to get their work done and to operate efficiently at work and in life. When you tell a potential employer that you’re organised, are you setting up a false expectation that you are more organised than any other candidate? Before you describe yourself as organised, make sure that you can live up to the image of perfectly labelled and filed documents, neatly formatted spreadsheets, and precision timetabling.

4. Extremely
Are you extremely passionate, and exceedingly enthusiastic, and very diligent about your work? Great! But using these types of words to quantify how excited you are and how much you want this job might not work in your favour. Using words like ‘extremely’ might make you seem a little too keen, or over-excited.

5. Ambitious
Most potential employers will be able to recognise your ambition in the way that you present yourself in your CV and at an interview. Being ambitious is a great quality; it means that you’re excited to strive for great achievements. But let your achievements and successes spell out your ambition for you. You don’t need to remind everyone of how successful you want to be, and that you’ll do anything to be competitive. You might accidentally come across as being a bit narcissistic, or potentially too focused on working towards your own success rather than that of the team or the broader business.

6. Bubbly
Young people can be keen to show off their effervescent personality. They’re fresh in the workplace, and everything is new and exciting. It can be a lot of fun getting to meet new people and experience the business world for the first time, and you want your potential employer to know how excited you will be to work in an office and to create your networks. But be careful not to make yourself sound as though your youth makes you ditzy or giddy. If you’re a friendly and easy-to-get-along-with kind of person, it will show through the way that you interact with an interviewer and their colleagues. There’s no need to spell that out for them in your application and risk sounding unnecessarily like an ‘air-head’.

7. Oye Guru
few words just seem a little pretentious or arrogant. Words like ‘guru’ or ‘master’ are among st them. Try to avoid using words to represent your work experience that you could use to describe the character of Mr Miyagi in the movie ‘Karate Kid’.

8. The Term Not at all
The worst way to represent yourself in a job application is not actually a word – it’s by not describing yourself at all. If an interviewer asks you to describe yourself, it is definitely better to have something prepared than to say “I don’t know”. Have something modest and accurate to say. It is vital that you describe your best skills and personality traits – but don’t toot your own horn too loudly.

Note for Remember – this isn’t a definitive guide. We’re not saying that these terms won’t be received in a purely positive way if you use them. But we hope this inspires you to think outside the box a little when you’re next describing yourself in a resume.

Click here for facebook View
Kainth’z Salon Staff Management
Mob:- +919256476287