E-Mails

E-mails can be used for transmitting messages via the

internet or the intranet. One can send e-mails to anyone in any part of the globe if the other person too has access to the internet. The Recipient need not be confined to one location to receive his or her mail. He or she can read his mail from any computer. Likewise, the sender can also use any computer that has the internet facility to send emails.

A letter or memo sent by courier or post may take days to reach the recipient but e-mails take few Seconds or minutes to reach another person This form of communication is a reliable, inexpensive and fast mode of communication that offers tremendous flexibility too.

Features of E-Mails

E-mails are primarily text messages that can be sent online or as attachments.

Proper organization and clarity of expression are as relevant to emails as they are to memos.

There is not much difference between a normal memo and an email except that the medium used to write as well as the mode of transmission of message differ.

An E-mail too has a header wherein the sender of the mail must mention the e-mail address of the intended recipient, the email address of the person to whom copies are being marked, and the subject matter of the message being sent

E-mails Allow tremendous flexibility and one can address the same message to several individuals and likewise mark copies to many individuals simultaneously.

An E-mail too has a header wherein the sender of the mail id and the date and time of sending the message is automatically revealed to the recipient of the email effective

In the case of memo, a message may get delivered even if there are minor errors in the selling of theis name or address of the person to message intended. whom the message is intended.

Problems unique to E-mails

E-mails do not reach the recipient directly.

A message sent by a sender passes through intermediaries it is possible that people at these sources may lead to messages.

The recipient of the mail may forward the message to one or several individuals which may sometimes not be in the interest of the sender of the message

Further, problems like viruses could also pose problems while sending or receiving e-mails.

Moreover, it is possible that message deleted by a recipient may not have been actually destroyed.

Respect the other person s time and avoid extraneous information.

Email Etiquttes

Use proper structure to convey your point.

Though you may use capitals at the start of sentence, avoid using capital letters for an entire word or a group as this is considered the e-mail equivalent of shouting. Do not use language that is offensive in any matter to any individual or group.

Avoid Sending Unnecessary Mails.

When replying to an email, answer all questions asked. It may be a good idea to anticipate future questions and answer them.
Avoid using technical jargons that the reader may find difficult to understand. Proof read before you send an email to someone. Check grammar punctuations and tone of the message.

Reply to email soon

Use active voice to make your writing appealing to the reader.

To avoid possible miscommunication, developed the ability to view messages from the recipients prospective.

Use the CC and Bcc option very carefully and double check before you send their message to ensure that your sending the message or marking copies to the right person only likewise use all options carefully.

When sending mails to international clients take care to specify the date and time properly.

Avoid using rare or fancy fonts as a reader may face difficulty in reading your mail. Always maintain a courteous tone in your mail.

Avoid unnecessary usage of words like important, Urgent, etc. Avoid using Chat languages or non standard abbreviations in business communications.

Business Writing Skills

Could you please
I would be most grateful if you could.. Please find enclosed a cheque for..

I enclosed a document on..

I look forward to hearing from you soon.

Jargons
Common acronyms could be Jargons to some: -ASAP :as soon s possible -BTW :by the way -FAQs :Frequency asked questions -HTH :Hope this help -TIA :Thanks in advance -EOD :End of day -FYI :For your information -FYA :For your action

Concise writing ( Fat Free Writing)

LONG WORD Articulate Culmination Endeavour Facilitate Indication Reiterate Subsequent Utilize SHORTER WORD Explain End Try Ease or help Sign Repeat Later Use

LONG Phrase
At the present time At the earliest as per your convenience Be in a position to In accordance with Due to the fact that In the amount of Under the circumstances In the event that In reference to In view of the fact that In order that

SHORTER Word
Now Soon Can As Because For Therefore If About Because So

Noted in our records Pending receipt of

Under date of

Noted Awaiting
Dated

Net Etiquette
EMAIL CHECKLIST
Address Cc to people concerned Email ids o people you are sending email to cc is normally done to people who have to be kept in the picture but are not the key players. Is the theme of the mail Direct and to the point Hi / Dear Amit if you know the person. Dear Mr. Chauhan for formals mails especially to a customer.

Subject line appropriate to the mail Subject line is short & precise Salutation

Context is set in the first few sentences of the mail

Use of short sentences with logical breaks

Done with the idea of establishing common ground before venturing out into the main mail.
Average sentence length of 10-12 words per sentence.

Appropriate use of capital letters, spaces and indentations.

Use Capital letters for proper nouns , also in case you want to stress on a particular word. Paragraph are left aligned and adding a space / blank line indicates paragraph break. Apply all rules of grammar learnt in school. Avoid short forms and check the spelling of words. The last paragraph is the area where we close the mail formally. It is a space to provide to the receiver and insight of your expectations from him or her. Starts with building the context , goes into the main content logically dealt with and closing of an email. To the print with no diversion / digression from the topic. An adult balanced approach to the topic under consideration . Problem to be accompanied with possible solution

Sentences in the mail are grammatically correct. Spell check performed Formal closure of a email

Email has a good structure

Email is focused Problems/ trouble zone directly reported

Tone of the mail is friendly

Mail sounds polite and courteous.

Attachments to be used if the mail deal with In the main mail mentioned that you are more than one mail attaching a document. Please remember the size of the attachment cannot be too large. Zip the file otherwise.

Email designed keeping inn view the receiver of the mail

Presence of signature/ name at the end of the mail. Signature length 4-7 lines

A technical mail to a technical person. Simplify the matter for people who will not understand the technical jargon.
Signature of the relevant kind . It should have full name and contact information.

Avoid using quotations / smiles Disclaimer to be attached at the end of the relevant mail.
Punctuation marks after salutation and sign off

A disclaimer attached at the end of an email being sent , is company specific or confidential.

Business Email example-1

Date Recipients name Recipients title Subject : Main text Introduction - Body - Conclusion Closing, Senders typed name Title Your company name (company name & addres can be centered) Attachment:/ enclosures : /CC :