What to keep in mind while writing emails.

We interact more and more with the written word all the time. Without immediate feedback from the reader, it’s very easy to be misunderstood. To remove all this confusions we use emails but Email is a formal correspondence. Sometime we can get in trouble when we communicate unnecessarily on emails. So its very important to understand the importance of email writing and the process that should be followed.

What to keep in mind while writing emails.

You should think twice about whether or not the content of your email is appropriate for virtual correspondence - once you hit send, anyone might be able to read it. It’s very important to respond to emails within the same time span you would use a phone call as the person who has send mail has set a certain expectation from this mail if at all it has to be answered and contains meaning for you.Be cautious about sending personal information

Subject Line:

• ·         Meaningful
• ·         Should resemble an idea of the content of the email
• ·         Should be appropriate
• o   For example: Confidential: Submit Work plan till EOD
• ·         When change subject line, start new mail

 Tone of the mail (Very Important )

·        
·         No/ Avoid negative words
·         Words that begin with “un, non, or ex” or end with “less”
·         Use smilesJ, winks ;-)
·         Use contractions
·         Use please and thank you

 

        Few points we always miss while writing the emails

·         Use topic sentences

·         One topic per email

·         Provide important dates or references

·         Put each action or point on its own line

Few things we should always avoid

• ·         Sarcasm or rude jokes
• ·         Do not respond to any mail if you are upset or in a bad mood.
• ·         Attach unnecessary files
• ·         CAPITALS
• ·         Leave out the message thread
• ·         Use long sentences
• ·         Leave irrelevant information

Important Tip:

Be conversational. An overly formal e-mail message alienates the reader. Don’t adopt a cold, remote, or superior tone in an attempt to sound professional.