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Lesson 12. Writing E-Mail > Composing an E-Mail Message - Pg. 52

Writing E-Mail 52 Why Should They Agree? On many occasions, you'll probably use e-mail for simple, direct questions or comments, rather than a more complex issue like making a recommendation or summarizing data. Even in those cases, however, you and your recipient will both benefit from your taking a few moments to consider your objective and how best to address it. Caution Be careful when sending charts via e-mail; some mail programs convert your message to a different font, which may dramatically affect how the chart looks. Writing the E-Mail Suppose you're the division vice president of a company, and you've scheduled a meeting to discuss recent cost overruns in various departments in the division, and ways to reduce costs in the future. Three department heads must attend the meeting, since their departments have cost overruns. The other two department heads may attend to learn and share tips on reducing costs, but their attend- ance isn't mandatory. You could send a single e-mail such as the following to all five department heads: To: All Department Heads From: Division Vice President Re: Cost Overrun Meeting Writing E-Mail There will be a mandatory meeting for the heads of Departments A, B, and C on June 2 from 2 P.M. to 4 P.M. in Conference Room 1 to discuss cost overruns in those departments. Other department heads may attend the last hour of the meeting or send representatives to learn and share tips on reducing costs, but attendance is not mandatory. Please confirm your attendance by return e-mail. While this note conveys the necessary information, it is less effective than it could be. With just a few extra moments, you could send separate, more effective e-mails to the relevant groups. Here is an example of the first e-mail you might send. To: Heads of Departments A, B, and C From: Division Vice President Re: Mandatory Meeting on Cost Overruns Please confirm by return e-mail your attendance at the following mandatory meeting to discuss cost overruns in your departments and how those overruns can be reduced. Date: June 2 Time 2 P.M. to 4 P.M. Place: Conference Room 1 Here is an example of the second e-mail you might send. To: Heads of Departments D and E From: Division Vice President Lesson 12 Re: Optional Meeting on Cost Reduction