EMAIL WRITING
With the advent of internet technology, in the past one and half decade, email writing has emerged as one of the main aspects of communication, especially for business world, whether it is a professional or personal communication. A large amount of communication is handled via email writing is sent to different parts of th world in quickest time. Thus email writing becomes an important element of organizational daily activities. By using right words and correct content we can improve our regular email communication. Our email must be short and simple and must reflect that we care for receiver’s time. In order to help the reader and making a strong impression, all the information in business emails must carry ACCURACY BREVITY, CLARITY, RELEVANCE AND LOGIC.
Response to emails – All emails that we send should get the response wherever required. We should make sure that our emails have best impression at receiver’s end and responded promptly.
Email subject must get attention – Subject heading is the main thing in emails that get attention from readers. Do not leave subject line blank as there is a chance of getting your email overlooked. Always use correct words so that the reader knows what the email is about and takes necessary action.
Visiting inbox regularly – In order to avoid last minute rush on daily basis and replying promptly for emergency messages, you need to visit your inbox regularly and respond as appropriate. If you reply all the emails in time, you should also get prompt response from others.
Different types of emails:-
One way/personal email – sending wishes, greetings and confirmations Two way email – needs reply with required information from receiver Transactional email – specific action to be taken by the receiver Feedback email – sending reports to higher echelons
Advertising email – sending bulk emails to targeted cusomers Educational email – receiving information from college/universities Reporting email – sending complaints to government, private agencies
Some of the points required to be kept in mind regarding emails :-
- Use simple English
- Avoid excessive compliments and stick to the facts
- Compress file attachments
- Before sending email edit and read it again for correctness
- Never forget the subject line
- Use fonts and colors, yet professional
- Email should be brief and clear
- Use appropriate salutations
- Never use all capital letters in text
- Make one point per email to avoid ambiguity
- Always reply promptly to serious and urgent messages
- Eliminate unnecessary information when replying
- Add a signature block with proper contact
- Never forget to say ‘please’ and ‘thank you’ according to message
Gumption or concoction, never tilt towards predilection Horripilation or mortification, you will be in compunction Marination or conflagration, never seek tribulation Medication or sanitation, worry about radiation Premonition or proposition, never thinkout of proportion
Ramification or fragmentation, make yourself in juxtaposition Reconciliation or procrastination, it takes some duration.
