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E-MAILS: design

E-mail’s efficiency makes it a favored mode of business communication in many situations. “It cuts down on waiting time,” one designer puts it. “I’ll be working on a project and need a quick question answered before I can proceed. I don’t have to wait to catch my client in or messenger my roughs and then wait for a response.” The e-mail also enhances convenience, giving you a chance to respond to your mail when you have the time. In addition, it helps make international correspondence quicker and easier, allowing for differences in time and work schedules. Because e-mail is convenient, quick, and familiar as a means of communication, you will sometimes be tempted to send off a message without giving it enough thought. Don’t make this mistake. You still need to follow all the stages of business writing practices before you send e-mail.design While your friends and family members are likely to overlook your spelling or grammar errors and be entertained by your stream-of-consciousness writing, don’t expect your business associates to be so forgiving. Like other business correspondence, good business e-mail must be concise, well-organized, accurate, and appropriate.design Here are some issues on which to check yourself when creating e-mails for business: Review Your E-mail Address Remember that your e-mail name shows up on your recipient’s e-mail summary page in the “From” column. So be sure you have a professional (and easily identifiable) e-mail name as part of your address. Otherwise, your message might not be retrieved. Or respected—too many recent college graduates retain the whimsical or—shall we say—silly names they created back in junior high or grade school. A name like hotpants@catskill.net or spiderboy@spudcity.net or teddybear@earthcom.net just won’t get you respect in the design business. In fact, it may be viewed as junk mail and discarded unopened. If you can’t bear to abandon your old e-mail name, then open a new account with a name that reflects your professional persona, and keep one for business and one for personal e-mail correspondence.design Fill in the Subject Line of Your E-mail Use a phrase that best describes the topic of your message (for example, “Timetable for the Palmieri Project” or “Request for a Recommendation from Jennifer Chow” or “Agenda for Meeting on June 16th”). If you leave this line blank, your message might go unread. Recipients scan the subject line to decide whether to read a message immediately, save it for later, or, if there is no recognizable subject line, discard it without reading.design Use Appropriate Salutations and Closings Use the standard letter salutation and a formal closing when your e-mail is going to someone outside of your agency or a person you don’t know well. • Dear Mr. Gomez: Dear Sarah: • Best wishes, Regards, For in-house e-mail, you don’t really need the salutation or closing because the “To” and “From” are automatically included in an e-mail document. This means that it reads on the screen (and points out) like a memo. However, many people feel more comfortable starting their message with a first name and ending it with their own name or some informal closing.design