[IEM-UTP-SPD] Standardizing Mailing Guideline

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Abdul Sharib

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Jun 27, 2013, 12:39:59 AM6/27/13

to iem-utp...@googlegroups.com

Assalamualaikum and Hi,

Dear respected members of IEM,

In this post, I would like to talk regarding standardizing mailing guidelines. This concern me since I've noticed some members of IEM-UTP have not applied ie not informed of this matter.

I am keen to encourage every member in IEMUTP SS to standardize the way we write our mails. The reason behind this

standardization is due to the fact that we are constantly dealing with professionals (e.g. engineers, authorities and etc.) and as engineers-to-be it is better that we implement professionalism before entering the working environment right after graduating. By using this guideline, the recipient(s) will instantly notice the mail author and prevent the possibility of perceiving the mail as spam. This guideline or method shall be used frequently amongst us and not just to the important recipients.

Firstly, SUBJECT is the most important element in writing emails as it functions as the "HEAD" of the mail. Use this as an example to write the subject of your mails:

<[Name of Organization or Department]><Email Subject>

as examples:

[ IEM-UTP ]Meeting Summary and Action to be Taken.

[ PR-IEM ] Meeting Announcement.

Easy isn't it?

Secondly, this is the guidelines for your mails,

....................................................................................................................................................................................................................................................................................................................................

Dear <recipient(s)>

<"indent"><Mail Content>

<Appreciation>

For the signature you can go the mail settings on the top right hand corner of your mail account (applicable only to gmail users as for another email users, I am not certain of it ) page to set it up and the details are as follows,

<Sender's Full Name>

Hopefully we can implement this effort in order to portray our professionalism in every chore we do. If you ever need clarification regarding this matter, feel free to ask. I am using the exact guidelines when writing this. Enough for now. Thank you.

Yours Sincerely,

Abdul Sharib Mohamed

President

IEM-UTP Student Section

Bachelor in Chemical Engineering(Hons)
3rd Year 1st Semester.

Universiti Teknologi PETRONAS

Bandar Seri Iskandar,
31750 Tronoh,
Perak Darul Ridzuan.

Tel : 013 - 8080092

E - mail : sharib...@gmail.com