Tone of your email

The guides are designed so that you can follow detailed instructions on how to handle each task step-by-step. It is important that you read every part carefully and do not skip any of the instructions. However, If you have any questions regarding the process please contact the Digital Kosovo team at info@digitalkosovo.org.

Note: The template for an official email for the purpose of this project is included in the templates section on the right side.

If you are used to using e-mail to catch up with friends, writing an official e-mail might feel pretty different to you. It is not quite the same as writing an official letter, but it is definitely a huge step in that direction. Clarity, conciseness and being correct are the keys! To write a formal/official email, follow these guidelines as elaborated below step by step:

1. Use a natural e-mail address. Your e-mail address should be a variation of your real name, not a username or nickname. Use periods, hyphens, or underscores to secure an e-mail address that is just your name, without extra numbers or letters, if you can. Never use an unprofessional email address. No one will take you seriously if your reply to is like; monsigneur.rush.manback@slip’nslides.net.

2. Use a short and accurate subject. Avoid saying too much in the subject, but make sure it reflects the content on your email to a person unfamiliar with you. If possible, include a keyword that will make the email content easier to remember and/or search for in a crowded inbox. For example, “Request to Recognize Kosovo” is specific enough that the email topic won’t be mistaken for anything else but not so specific as to be distracting.

3. Use a proper salutation. Addressing the recipient by name is preferred. Use the person’s title (Mr. Mrs. Ms. or Dr.) with their last name, followed by a comma or a colon. Optionally, you can precede the salutation with “Dear…” (but “Hello…” is acceptable as well). Using a last name is more formal and should be used unless you are on first-name terms with the recipient. If you don’t know the name of the person you’re writing to (but you really should try and find one) use “Dear Sir/Madam” or “Dear Sir or Madam” followed by a colon.

4. Introduce yourself in the first paragraph (if necessary). Also include why you’re writing, and how you found that person’s e-mail address, or the opportunity you’re writing about.

5. Write the actual message. Be sure to get your point across without rambling; if it’s fluffed up, the reader may glance over the important details. Try to break up the message into paragraphs by topic to make your message more logical and digestible. The email should be no more than 5 paragraphs long and each paragraph should be no more than five sentences long. Insert a line break between each paragraph; indenting isn’t necessary and will likely be lost during the email transfer anyway. Be sure to avoid informal writing.

6. Use the correct form of leave-taking. This will depend on your level of intimacy with the recipient. Examples include:
Yours sincerely,
Yours cordially,
Respectfully,
Best,

Your Name

7. Sign with your full name. If you have a job title, include that in the line after your name, and write the company name or website in the line after that. If you do not have a job title but you have your own blog or website related to the content of the e-mail, include a link to that below your name. If the e-mail is about a job, only include a career-related website or blog, not hobbies or interests.

8. Proofread your message for content. Make sure you haven’t omitted any important details (or repeated yourself). Reading your email aloud or asking someone to proofread it is a great way to get a different perspective on what you have written.

9. Proofread your message for spelling and grammar. If your email provider does not already provide spelling and grammar options for you, copy and paste your email into a word processor, revise it if necessary, and copy and paste it back into your email.

10. Don’t forget that you can always use the existing templates that we already prepared for you.

Templates

We have identified these likely scenarios that you may encounter as you gather data of each airport, university, post telecom, top internet properties. The example below is for the case of an airport:
- Kosovo is on the map, listed and well recognised (no further action is required)
- Kosovo is NOT recognised by the airport
- Kosovo is not on the map and the airport has no connecting flight to Kosovo
- The website claims Kosovo IS recognised but data cannot be found. Research again
- Critical information on an airport is missing. Find and fill in missing information.

These are templates of the letters to be sent out. Follow the showcased layout, and response given when faced with the following scenarios.


Case Scenario 1

Pristina is listed under Serbia, although the map of Kosovo is separate from that of Serbia.

Case Scenario 2

When there are no flights to Pristina and Kosovo’s territories are mapped wrongly under Serbia and Montenegro.

Case Scenario 3

No direct flight to Pristina from this airport, Kosovo and Pristina are not mentioned on the webpage and Kosovo’s territories is mapped under Serbia

Case Scenario 4

When the location of the airport is listed as Pristina, Kosovo, Serbia

Case Scenario 5

Kosovo map is separated from Serbia but Pristina is listed under the state of Serbia.

Case Scenario 6

Pristina is listed under Kosovo, however the map is not separate from Serbia

Case Scenario 7

Pristina is listed and there are no reference made to Serbia: however, Kosovo is listed in the map of Serbia

Case Scenario 8

When Pristina International Airport Adem Jashari is listed as located in Pristina, Kosovo, Serbia and Kosovo is not found in the map.

Case Scenario 9

Template for University

Email footer

It’s always good to add ot the end of your email references that prove the content you are writing, in this case the ICJ decision.

The Republic of Kosovo is a country located in South-Eastern Europe. The Republic of Kosovo is recognised by majority of States of the international community and is a member of the International Monetary Fund, World Bank, the European Bank for Reconstruction and Development and other important international organisations and forums of States. In July 2011, the International Court of Justice (ICJ) ruled [1] that Kosovo’s declaration of independence did not violate international law.

Abbreviations Used in Letter Writing:
The following abbreviations are widely used in letters:
  • Asap = as soon as possible
  • cc = carbon copy (when you send a copy of a letter to more than one person, you use this abbreviation to let them know)
  • Enc. = enclosure (when you include other papers with your letter)
  • Pp. = per procuration (A Latin phrase meaning that you are signing the letter on somebody else's behalf; if they are not there to sign it themselves, etc.)
  • PS = postscript (when you want to add something after you've finished and signed it)
  • pto (informal) = please turn over (to make sure that the other person knows the letter continues on the other side of the page)
  • RSVP = please reply


Take Action


Get Involved

If you want to see Kosovo appearing on more of the websites that you use, find out how you can take action to support our wider campaign.

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Send request

We have made the institution and website contact procedure easy and simple for you in order to request Kosovo[s integration into their online platforms.

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Report success

When you find websites making the change to add Kosovo to their site, please let us know so that we can update the progress here.

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