1. Business Emails
Bibaswan Ghoshal TA, ALES204, University of Alberta 30/03/2012

2. Lecture Outline
 How to write emails
 Writing a cover letter
 Confidentiality and Security
 Email Management
By the end of the lecture you should have 3 critically
literate tweets @JessL, #ALES204, @bibaswanghoshal 2

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Email,Taken from:http://www.freeemaillists.org/wp-content/uploads/2011/06/email-lists-for-free.jpg, March 29, 2012

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Smart devices, Taken from:http://www.teleca.com/Renderers/ShowMedia.ashx?id=b93a24e3-dfa1-49bd-ab33-9a08f209e4df 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 as
their primary application
 Major players
 Hotmail
 Yahoo
 Gmail
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7. The Four Questions
 Why are you writing?
 Who are you writing to?
 What is the situation?
 What do you want from the recipient?
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8. The Four Parts
 The Opening
 The Focus
 The Action
 The Closing
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9. The Five To-Do’s
 Simple Sentences and Word choices
 Professionalism
 Concise and to the point
 Well-planned
 Addressing 9

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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
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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 Unique
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13. The Opening
 Proper salutation (Dear / Hello)
 Designation (Dr., Mr. Mrs., Ms., Miss, Sir/Madame)
 Use Last name only
 Don’t use “To whom it may concern”
 Tell in brief about yourself
 Grab attention
 Get straight to your objectives
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14. The Focus
 1-2 paragraphs
 Short, concise and organized
 Sell your top qualities first
 Sell your related experience
 Focus on the addressee's benefits
 Focus on your achievements
 If academic, include relevant course work
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15. The Action
 Request for a response
 Mention your availability
 Don’t 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
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16. The Closing
 Appreciate their time
 Refer to your CV attachment or html resume for details
 Use proper closing remarks
 Use full signature
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17. Comments
 Professionalism
 Proofread and spell check
 You have to make him open your CV
 Be confident and enthusiastic
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19. Threats to Emails
 Loss of confidentiality
 Loss of integrity
 Lack of data origin authentication
 Lack of encryption
 Lack of notification of receipt
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20. Threats by Email
 Disclosure of sensitive information
 Exposure of systems to malicious code
 Unauthorized access
 Denial of service
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21. Threats
 Spam (80% of emails are spam)
 Phishing (60% of users get 1 email/day)
 Viruses
 Spywares
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22. Protect Yourself
 Don’t venture
 Use separate email for professional and personal
use
 Think twice before giving out your email
 Don’t send passwords and important financial
information
 Delete browser history, cache, cookies, user ids
and passwords after using a public Internet
connection
 Back up your Email.
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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
Email
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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 copy
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26. The Four D’s
 Delete it
 Do it
 Delegate it
 Defer it
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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 periodically
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