E MAILAn E-mail, or electronic mail, is a store and forward methodof composing, sending, storing and receiving messages overelectronic communicating systems. It is the quickest way of communicating in writing. Email writing has become a large part of modern communication, particularly in business. The world has become much smaller now that we have the ability to send and receive email messages over great distances at an incredible s peed.
How much should one write in an email? Email is meant for quick, simplecommunication. It should have roughly 4 or 5 paragraphs at the most. One has TO get themessage described in the shortest possible space.
Does spelingand grammar matter?Poor spelling and grammar show a lack of attention todetail and send the wrong message about yourself and how you do business. You wouldnt send a letter that was poorly punctuated and uses no capital letters - why not make sure your email messages look professional too?
CC And BCCThere is a certain etiquette with email,especially in the use of the carbon copyand blind carbon copyfields. It iscourteous to add addresses to the ccfield if those people need to know aboutthe subject but are not required to act onthe contents.
WRITING Start with salutation. Write in short paragraphs. Use capitals appropriately. Sign off the E Mail Use yours sincerely, best regards or kind regards. Use sensible E Mail signature : Do include your name ,email address, telephone number and postal address.
E Mail messages contain twomajor sections:
Approaching E-Mail. Subject: It gives a context to the message.It should be short and not a complete sentence. It should provide a clue to the content of the message.
Approaching E-Mail. Beginning: Dear Sir or first name of the person. Start with greetings. When replying to the message, thank you for your message/ received your message.
Approaching E-Mail. Tone: Please let me know (when you expect a reply). Please/Kindly indicate (when you need help). Do not use capital letters.
Approaching E-Mail. Paragraphs: It gives a context to the message.It should be short and not a complete sentence. It should provide a clue to the content of the message.
DO’S Use an informative subject line, Which says what the email is about. Write the most important information first.Use numbers and bullet points to make the message clearer. Use simple grammar. Avoid things like the passive. Write short sentences. •
DON’TS Write hello as your subject line. Write about irrelevant issues.Give personal information that you don’t want anyone else to know. (The Email could end up in the wrong hands)Use capital letters to write whole words as in emails, this is considered shouting.
DON’TS Use Italics . Use exclamation marks. Use acronyms like BTW for the same reason.Use smileys. They may be misunderstood and come across as unprofessional.
DON’TSUse abbreviations like coz and uni, as the recipient may not understand them.Use different fonts in the email (the recipient’s computer may not be compatible)