Writing emails and text messages has probably had more to do with the “dumbing down” of the English language than anything else. Communication standards have changed dramatically in the past decade .
However, professional business correspondence and business emails are still expected to be of a high standard, displaying proper grammar, punctuation and spelling. You are reading these messages because you strive to maintain that professional standard in your writing.
Sending an email is a quick form of
communication – as long as your Internet is working as it should, and as
long as your computer is working as it should. But that is another
story.
Because email communication can be a quick and easy
communication between friends, some take liberties with the writing.
That should not apply to any business correspondence.
Emails
cannot be retracted once they are sent. You need to be sure that you
know exactly what you are sending and to whom - and also that the
message has the proper tone for the recipient and the occasion.
There are several important parts to writing emails and to writing business emails.
THE SUBJECT
The subject line may be what the recipient sees first. When individuals receive hundreds of emails every day – and some actually do – then the subject line is important. It must identify the content of that email.
Threads in emails. Often, there may be a series of emails sent on a specific topic.
However, when writing emails, if you change the topic of the email, then you should also change the subject.
THE SALUTATION
All emails should contain a proper Salutation and signature.
It is a courtesy to add the Salutation when writing emails.
THE CLOSING SIGNATURE
There is nothing worse than receiving an email and not knowing who sent it.
Automatic signature. When writing emails, add a short personal signature - perhaps your first name - along with whatever additional information you might want to add automatically after your signature.
Add your first name and after that, include all your identifications. Keep the additional information short.
Special sayings and quotations. When writing emails, some individuals include in the automatic signature a special verse or quotation that they feel describes them.
Check out this further information:
(a) EFFECTIVE EMAIL COMMUNICATION
SPECIAL LINK - Click here to learn more about Effective Email Communication.
(b) EMAIL ETIQUETTE
SPECIAL LINK - Click here to learn more about Email Etiquette.
I’ve been the recipient of many emails that simply have a file attached. When I receive that email, I am annoyed. That is my first reaction.
It is rude not to include the necessary and courteous parts of the email.
The body should be complete – as should all writing.
(a) A short introduction. Include a short introductory paragraph.
(b) Details in the middle. A middle paragraph with the details.
(c) A short closing paragraph. A short closing paragraph that asks for action and tells the reader what he/she should be doing.
Emails tend to be short messages, but they should be complete and clear.
THE EMAIL ADDRESS
Your email address should be something that you will not embarrass you if you have to use it in a business setting. That is so very important.
Here are some examples that might be embarrassing – or at least may not give a businesslike impression:
I’m sure you can all list a few examples that would fall into this category. So that is another consideration.
Final caution. The final caution is to be aware of who you’re sending the email to.
IN SUMMARY
When you write your emails, consider the following:
• Is it the truth?
• Is it fair to all concerned?
• Will it build goodwill and better friendships?
• Will it be beneficial to all concerned.
If
you would not mind someone else receiving your email by mistake – and
reading it!!! – then your content is probably good enough to send via
email because it passes all the ethics tests.
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Check out this further information:
(a) EFFECTIVE EMAIL COMMUNICATION
SPECIAL LINK - Click here to learn more about Effective Email Communication.
(b) EMAIL ETIQUETTE
SPECIAL LINK - Click here to learn more about Email Etiquette.
(c) ESSENTIALS OF BUSINESS COMMUNICATION
SPECIAL LINK - Click here to learn more about Essentials of Business Communication.
(d) WRITING BUSINESS EMAILS
SPECIAL LINK - Click here to learn more about Writing Business Email.
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LINK - Return from Writing Emails to Professional Business Writing.
LINK - Click this link to find an excellent course in business writing.