Top 3 Strategies for Writing Effective Email, after follow this rules you can able to make impression. E-mail has become an integral part in modern communication. It is a speedy form of electronic communication. Today, e-mails arc used for both personal and for business communication. Thus, it can follow both formal and informal approach. However, when you write e-mails for business communication, it needs to be formal.
An e-mail message is divided into two sections, the header and the body. The header contains the recipients addresses, while the body comprises the main message that is read by the recipients.
The header of e-mail contains the following fields:
To: You need to write the recipient recipients’ e-mail address in this field. The e-mail addresses mentioned in this field are the primary recipient’s. For example, Rahul@yahoo.com.
Cc: It stands for carbon copy. In this field, you include the e-mail addresses of those persons who are not the primary recipients. However, you want to keep them informed about this communication.
Bcc: It stands for blind carbon copy. In this field, you include e-mail addresses of those people who are not the primary recipients. However, you do not want the primary recipient to know that you have e-mailed the same message to other recipient.
Subject: Includes the subject of the e-mail where you specify the synopsis of the entire e-mail.
The body of e-mail can he divided into:
Opening: The opening of’ the e-mail is its introduction paragraph. In this paragraph, you acknowledge the recipient, introduce yourself or open a chain of communication. For example, Respected Sir/Madam, Hi All, Dear Aman.
Detailing: The detailing is the actual content or body of the e-mail that consists of the main paragraph/ paragraphs where you express your ideas or messages.
Closing: The closing includes the conclusion or the summary of the e-mail. The concluding paragraph where you thank the recipient, add hyperlinks (if required), set time frames for the next communication, and conclude by sign off For example, Thanks and Regards, Sheena.
To ensure clarity in your business e-mails, adhere to the following guidelines:
Use an appropriate subject line: The recipient gets the first impression of your e-mail from the subject line. Often, recipients prioritize reading an e-mail by reading its subject line. Therefore, the subject line of the e-mail:
Should not be blank: The subject line of the e-mail should not be blank. At times, the recipient might delete the file, if the subject is missing. Moreover, the subject line makes the recipient think about the message.
Should be self explanatory: Recipients get confused when they receive e-mail with ambiguous subject line. For example: Important, please read. It does not mention why it is important. The subject line should be like an informative headline. It should summarize the entire content of the e-mail.
Can be in form of a question: When you are writing an e-mail to receive an answer of a question quickly, you can just write the question in the subject line. However, this is applicable only when you know your recipient well such as between colleagues and friends. For example, “At what time we are going to meet’?”
use an appropriate greeting: Begin your e-mail with a greeting such as Dear Natasha, Manish, or Dear Sir/Madam.
Keep the message short and simple:
E-mails should be short, maximum 4-5 paragraphs. It should be clear and concise. If you write unnecessarily long e-mails then you are wasting the recipient’s time. In case, you want to write more, write it in a document and send it as an attachment.
Quote accurate data/facts: Ensure that you send the correct message. For example, you are sending e-mails to inform the growth percentage of the company and you make mistakes in the percentage. Therefore, the recipient gets the incorrect information.
Use business English: Use formal language and use standard spelling, punctuation, and capitalization.
Use standard font and color: Use fonts that are easily readable. Choose color carefully. It should not create any distraction in recipient’s eye.
Proofread and check spellings before sending the e-mail: Proofread the e-mail to ensure that it contains the accurate message and is error free. For example, you are informing your colleagues the meeting time. The meeting time is 5 pm and you mention 6 pm in the e-mails.