E-mail can be a quick and easy way to communicate in writing. E-mail, used well, can make people feel as though they matter. However, some communication is best done orally and some requires a more formal response such as a business letter. So, first think about whether e-mail is the right way to communicate your message. It is important to write a response to every e-mail promptly and politely. Keep it short and to the point; don’t waste the recipient’s time. This article covers the most effective ways to write Business mails.
Advantages and disadvantages of e-mail
Advantages:
- Quick
- Less formal than a business letter
- Cost effective
Disadvantages:
- Someone else could read the e-mail because, for example, your e-mail may be forwarded or someone could hack into your e-mail account and read your e-mails
- E-mail can contain viruses e-mail can become impersonal or misunderstood
- People can be inundated with e-mails and may choose not to read yours
This article covers the most effective ways to write Business mails.
Points you should keep in mind when writing an e-mail
- Keep it short and to the point. Only supply the information needed. Don’t waste the recipient’s time.
- Organise your e-mail the same as you would a normal letter. It should have a clear beginning, middle and end.
- Write with your audience in mind. For example, make sure that any jargon or abbreviations used can be understood by any reader. For example, would a businessperson from Canada understand the abbreviations MTR, IFC, or TST?
- Proofread your work for spelling, grammar and punctuation. If you proofread better on paper, then print it off and check it. Incorrect work makes a bad impression. If it is an important e-mail, ask a trusted person to proofread it for you. Ensure the name and addresses are correct before you press ‘send’.
- When replying, trim back old messages so the message size is not too big.
- Make sure attachments are really necessary. If they are big, warn the recipient as they may be slow to download. Never send an attachment the first time you contact someone, because they may think it is spam. This article covers the most effective ways to write Business mails.
Language
- Use complete sentences and paragraphs.
- Write in plain English.
- Although e-mails are a less formal form of business communication, don’t use SMS abbreviations such as ‘plz’ or ‘u’. You can, however, use generally accepted abbreviations such as FYI in informal e-mails. You can also use contractions such as ‘he’d’ and ‘we’ll’.
- Use standard capitalisation rules. Don’t write in all upper case letters. It is like shouting and appears rude.
- Use an appropriate tone. E-mails need to be personal yet business like. E-mails can be a way of building good customer relationships.
- You may choose to personalise your e-mail by including the person’s name in the subject line and in the body of the e-mail.
- If you would like a reply, it is best to end with: ‘I look forward to hearing from you soon’ or ‘I hope to hear back from you within the next few days’.
To close an e-mail to someone you don’t know well, you can use ‘Best regards’ or ‘With best wishes’. When you don’t know the person at all, include both your first name and surname. This article covers the most effective ways to write Business mails.
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