Email writing skills are getting importance as we all use email for most of our communications. The use of email is rapidly rising among the people of even developing countries. This email exchange is also considered as a standard format for important communications in most official and professional activities. Unlike mobile messages where we just pass unofficial information emails are viewed with more attention and regarded as form of effective communication.The time span of communication by email greatly decreases when compares to courier, post etc in between distant places. School and college students, employees, executives, politicians, businessmen etc. find professional email as the most convenient form of official communication.
Where email finds official and indispensable use:
For students and employees.
To apply for a leave.
To send an application for a job or post.
To resign for a post or a job you were doing before.
Mass communication for a cause like wedding invitation, social awareness, passing any official notice or news.
Passing and sharing study material as PDF,word files, Url links, video, power point PPT etc.
For corporate, busyness people, politicians etc:
To request for enquiry or quote for price of a product .
To ask for postponement of appointment or grant of leave.
Purchase something or inquire for purchase required in office or work place.
To communicate important meetings or events to juniors, senior employers etc.
Why to consider good email writing skills?
Email is a valid proof document, it can be printed out, saved for future reference. So, one should be careful with what he writes.
Since it is not a verbal communication, chances of misinterpretation of information are possible.
Physically one is absent to give the information with effective communication skills like speaking, smiling, expression etc. So, one need to show the character/attitude/behavior or one may need to impress by expressing in words like courtesy, confidence, professionalism etc.
Essentials in email writing skills:
Except in email news letter, any personal email, professional email, should be mostly simple and to the point.
Use company letter pad image if possible or a signature in your mail if you send a company related mail.
Pay respect and regards to your elders or supervisors. Show affection to your family members or friends. This is essential as email are present for a long time with the receiver. So minimize the chances of offending others.
Email subject; The subject is one which is visible at first instance to the reader or mail viewer. So if the subject is interesting or curious then the viewer will definitely open the mail or else they may just delete it. So subject of email is very important and hence should be eye catchy to catch his interest.
Email subject line best practices:
♦ Be direct to the point if it is professional like application for job or resignation or business matter.
♦ If it is a friendly mail meant for any wishes like birthday or festival or celebration, give the wishes directly because most people will be eager to open the mail as they like to receive your wishes.
♦ But if it is non professional one like criticizing or pointing someone’s mistake or their mistake, the subject should be of a bit serious in nature. So include the matter in the email body but not in the subject.
♠ Always start with addressing the recipient by a hello or sir/madam, dear etc..
♠ Try to write an introductory line like
“How are you, How are you doing etc.” - friends, relatives or acquaintances.
You can give wishes if it is a new year, birthday, festival or for their achievements etc.” – for friends & even professionals also this works.
“with reference to previous mail, glad to have received your mail-As reply to professional mail.
Hope you remember, when we met at so and so place etc…-recent past acquaintances/ colleagues etc.
♠ Come to the point of what you want to say. Write the point or lines clearly.
♠ Ask for help or reply or service you intend to with reasonable remuneration or return from your side etc.
♠ Give pleasant end like
” nice to have met you or come in contact with.”
Best time to call or eager to work with”
All the best for your future, endeavors, achievements or for you exam etc..
Awaiting you reply, thanks in anticipation etc”- If you are expecting reply.
♠ Courteous bye
Yours, yours lovingly, your friendly, yours sincerely (for elders), faithfully (for superiors), regards for casual friends and acquaintances.
Emailsignature: Have your email signature at the end of mail. This if used with some design and animation can be more attractive and appealing. Since mails look similar to one another, if one applies for a job, the recruiter gets many mail and most of them look similar. So use of self portrait signatures are important because this creates an impact in the mind of the reader.
A word of caution.
This is a last but also equally important email writing skills to remember.
If you want to shout at or scold some one and if you write a mail. Dont immediately send it. Save it in your drafts and then send it later if you still want to. Because the chances are you may not be still eager to send that mail. This can prevent you from feeling of remorse if you did in a hurry and later repent for doing it.
An Ex-American president was outrageous with the chief of military as he did not follow his order or did something against his wish. So he wrote a letter with some abusive words and blames out of his irritation. Then he left the letter for his assistant to dispatch it. After he left, the president’s wife took that letter and placed it in some book so that it was not posted. Latter the same military chief was so loyal to the president orders. Imagine how he might have behaved to the president if he received that letter.