e-mail writing

Electronic mail is a method of exchanging messages between people using electronic devices.

The most effective and very frequently used method of communication in business environment.

Basic rules for writing an e-mail:

a) Keep things short: 

1.when you have a lot to cover,it's tempting to send a war and peace-length note to your recipients.

2.But,the best business emails aren't wordy-they're actually quite short.

3.Research conducted by email extension,boomerang,states that the ideal length for an email is somewhere between 50 and 125 words.

b) Make things easy to read:

1.People aren't willing to dedicate tons of time and attention to your messages.

2.The average person only spends 11 seconds reading an individual email.That is why keep things short but also relatively easy to read.

3.Short,direct sentences,line breaks, and bulleted lists will make it easier for your recipient to extract the point of your message.

c) Familiarize yourself with proper manner:

1.First and foremost,be conscious of your recipients.Only send that messages to the people who actually need to receive it.

2.You don't ruffle anyone's feathers with your written communication.

Be clear not clever:

Avoid nonsense words and technical jargon.It slowdown your communication.

Choose words that are like:

-Concise 

-To the point

-Easy to understand

Elements of an email:

Subject line:

It is the very first impression of your message.

when it comes to the length of your subject line,this an area where slightly longer is actually better.

Impressive subject line are follows:

• Welcome to the crew!
• Today,you made a great decision.
• Are you new here!we are here to help.
• You're invited
• Thanks for helping us.

The salutation:

• "Dear[Name]" is more appropriate in a formal setting.
• "Hey[Name]" is great for instances when you can be more conversational and relaxed.
• "Hello[Name]" is more appropriate for your office peers.
• "Hi[Name]" is more appropriate for personnel.
• "Greetings[Name]"is more appropriate for customers.
• Make sure to use that person's first name at the beginning of your message so that it's instantly apparent that it's personalized and not a bulk,junk email.
• Always begin with something short and friendly,such as,"I hope you're doing well!"

Greetings/Introduction:

New topic:

• This to inform you that...
• Just to let you know
• I would like to inform/discuss/ask

Asking or requesting:

• I would like to know if/when/how/where/what etc.
• Could you let me know if/when/how/where/what etc.?
• Could you confirm if/when/how etc.?
• Do you have any information regarding/about….?
• Can we have a meeting to discuss……?
• Could you check if/when/how/what/where etc.?

Following up on a previous discussion/email?

• As(We) discussed,....
• To follow up on our discussion/meeting...
• Regarding...
• A gentle reminder...
• I wanted to reach out to you

Body of  the letter:

• This is another place where clarity is key.
• Keeping the overall messages short.
• Breaking up large paragraphs,and
• Implementing bulleted lists where possible.
• Be specific to the point.

• 

Closing statement or call to action

• Every business email you send has a purpose.
• Not sure what that should be?Ask yourself this question:What do you need that person to do next?
• "Let me know what you think!" or "Any questions?"don't make it obvious that you're anticipating that person to take action.
• Take that answer and phrase it as a polite instruction-that way,there's no confusion about what next steps should be.
• Adding a call to action will make your email much stronger,there is one more element you shouldn't skip a deadline.

Example for clear and unclear closing

Clear Closing:

Please look into the incident report thoroughly and let me know by EOD on Monday if you have any additions.

Unclear closing:

Let me know if you have any questions.

The signature 

• Your first name and last name.
• Your job title and company.
• Your contact information.
• A link to your company's website or any other relevant link.

Finally,

Keep your communication simple, professional, and courteous

Read! Read! Read!before you hit the Send button.