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Lesson 12. Writing E-Mail > Responding to E-Mail - Pg. 53

Writing E-Mail I will be meeting with the heads of Departments A, B, and C to discuss cost overruns in those departments and how they can be reduced. You may find our discussion of cost reduction ideas valuable, and are welcome to attend or send a representative from your department to that part of the meeting, which should occupy the last hour of it. Meeting specifics are: Date: June 2 Time 2 P.M. to 4 P.M. Place: Conference Room 1 53 Note that, in the second example, the request is much clearer than it was in the original example, and what the recipient must do with the information is better delineated. Tip If you want to use different fonts and type faces to make your document visually appealing, consider writing it using a word processing program and sending it as an attachment to your e-mail. Responding to E-Mail There are a number of guidelines for responding to e-mail that will save time and "inbox clutter" for both you and the people with whom you're corresponding. · Respond only when a response is needed. For example, if you've been sent information you'll use in a separate document you're working on, you may not need to respond directly to the e- mail you were sent. The fact that the information shows up in your subsequent document will be enough indication that you've received and used the information given.