Effective communication is vital for success in business, with email being a preferred method due to its efficiency, cost-effectiveness, and ability to reduce geographic barriers. Best practices for email communication emphasize clarity, conciseness, and professionalism, including focusing on one topic per message and ensuring proper recipient identification. However, challenges exist, such as the potential for misuse and misunderstandings, given the lack of standardized email etiquette.

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2. Society, business and technology are all dependent on effective
communication. Without effective communication there is confusion,
dissatisfaction and misunderstandings. In order to operate a business
appropriately, one must understand the basics of business
communication and its essential role in creating success. Business
communication is any form of communication, verbal or nonverbal, that
is used to relay a message, promote a product or service or share
information.
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Among the various types of communication, email remains popular
in the business world for its efficiency and professionalism. Email
reduces expenses and paper clutter, and can be less invasive than
phone calls. In addition to its cost effectiveness and capacity for
customization, email communication makes it easy to document
business correspondence without wasting valuable office space.
Email can also be an effective marketing tool, and simplifies
interoffice communication.

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Email is widely used as a form of
business communication and overall it is
a highly effective communication tool.
Email is inexpensive, only requiring an
Internet connection that is generally
already present in the business.
Although a printout of emails is possible,
emails often stay as soft copies because
archiving and retrieving email
communications is easy to do.
From the CEO to the janitorial staff and
even temporary employees of the
business can send and receive email
communications.

6. Speed
Communicating by email is almost instantaneous, which can enhance
communications by allowing for quick dissemination of information and fast
response to customer inquiries. It may also allow for quicker problem-
solving and more streamlined business processes. As a result, small business
owners can accomplish more in less time.
Geographic Barrier Reduction
Email reduces geographic and time zone barriers for businesses. Employees
or contractors from around the world can communicate, regardless of their
location. Likewise, customers can send sales questions and support requests
by email based on their own time zone schedules.
Targeted Marketing
Email lets businesses market to targeted audiences. Customers can opt in to
receive email communications about products they own, sales or new items.
Customers who receive targeted emails based on their preferences are likely
to be more receptive. Email marketing can also target customers based on
their status with a business. For example, a business can tailor messaging to
new customers, existing customers and repeat customers.
Lower Costs
Moving communications from physical mail to email can result in significant
savings in postage costs, shipping supplies and employee resources.
Businesses can also decrease customer service support costs by focusing on
email customer support options rather than phone-based services.
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7. Speed
Communicating by email is almost instantaneous, which
can enhance communications
Geographic Barrier Reduction
Email reduces geographic and time zone barriers for
businesses.
Targeted Marketing
Email lets businesses market to targeted audiences.
grants control to recipients and senders.
Lower Costs
Moving communications from physical mail to email can
result in significant savings in postage costs.
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8. 2. Only one topic per email message
To make it easier for recipients (and yourself) to direct messages to different folders
and search for them at a later time, try to limit the email to one topic. If you have two
or more unrelated issues, consider to send more than one message.
. Be sure that the recipient instantly knows who you are
When writing email to someone who don’t know you, include your name, occupation,
and other important information in the first sentences, followed by a statement telling
the recipient why you are sending the email.
. Be courteous, spare the CAPS, and leave out emotions
It is a good rule to start with the recipient’s name, and to close the message with a
“Regards” or “Best regards”. Include an appropriate signature so the recipient will
understand clearly who you are. Add your email address just in case your address will
not appear in the “From” field.
. Email is for (relatively) short and distinct messages
Email is a category of communication somewhere in between a telephone call and a
letter, and it’s important to consider the time available for the recipient to read long
passages of text while checking his/her email.
Try to anticipate possible responses
To avoid many back-and forth of messages when asking for something, give the
recipient clear options using “if…then”, “if…so” and “if…not”. That will enable the
recipient to reply clearly to your questions, and then it will not be necessary with
follow-up questions.
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9. Be aware of sobriety
Nowadays it is expected that email conform to normal standards for
professional correspondance. Unless you know the recipient very
well, email is for distribution of facts, or other business-like
information. Anyhow, email is not for discussions of someone’s
actions or behavior.
Review for ambiguity and conciseness
You are wise to review your message before you hit the
“Send” button so that misunderstandings and typos are
avoided. Check the message for ambiguous statements that
could be interpreted the wrong way.
. Double-check the recipient addresses, and more address stuff
Beware of sending a message to people it isn’t intended for.
For instance, make sure you haven’t hit the “Reply all”
button when you mean to send reply to the sender only.
. Preserve the thread
When email communication goes back and forth and the subject line
is meaningful, it is very easy for all conversation participants,
yourself included, to keep track of history and to manage the
messages.
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10. How to communicate clearly
and concisely in email
1. Only one topic per email message
2. Be sure that the recipient instantly knows who you are
3. Be courteous, spare the CAPS, and leave out emotions
4. Email is for (relatively) short and distinct messages
5. Try to anticipate possible responses
6. Review for ambiguity and conciseness
7. Double-check the recipient addresses, and more address
stuff
8. Preserve the thread

11. 1) Not everyone has an e-mail account or access to e-mail at all
times.
2) E-mail etiquette – no defined standards. Thus, people make up
their own styles that can be very confusing.
3) E-mail is not confidential – E-mails can be obtained from central
network even if deleted from personal computers.
4) Email is too often used to distribute inappropriate material, such
as racial and gender jokes.
5) E-mail is too often used to avoid confrontation and can be easily
misinterpreted.
The challenges for using e-
mail as communication

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. E-mail and Instant
messaging
. Web surfing or browsing
. Buying online
. Finding entertainment
information
. Reading news