Introduction

In this technological scenario, everybody is connected with Internet. Nowadays, all the works in schools, colleges, offices (medical, business and so on) and other workplaces are done very fast. If we think about it briefly then at one point we will think that e-mails are also play a crucial role in that fast process of work and progress of the world. We can saw a circle of e-mails in daily life. For example, request e-mail, conformation e-mail, answer e-mail, and many more.

 In this blog, we will talk about good e-mails and bad e-mails. When we will read all of these points, then we can understand that an e-mail should be always formatted to give a professional look to it. First of all, subject line is most important; from this a receiver can know what the e-mail is about. Second, make one point for each e-mail; it will not be costly for you. But if you will send a letter with all points it will be costly for you. Third, specify the response you want through a phone call or reply back through e-mail. Make sure you leave your name and contact information. Fourth, internal mail does not be overlook and informal. You are in a business setting, so you should be formal about it. So, these kinds of things should be kept in mind when writing an e-mail.

Some facts of e-mail writting

There is a discussion that tells us what things can make an e-mail good or bad

Things that make an e-mail bad or improper

Ø  Large attachments can make an e-mail unimpressive

Ø  Use of CAPITALS

Ø  Use of chain letters, virus warnings, or junk mail

Ø  Send e-mail with permission

Ø  Reply an e-mail when you are angry

Bad E-mail example:

You can take an example of subject line in an e-mail.

Subject: Meeting

Hi John,

I just want to remind you about the meeting that we scheduled for next week. Let me know if you have any question!

Best Wishes,

Chris

You can see in this example that there is an improper subject line. A person cannot know which type of meeting it is. It can be about reschedule meeting, cancelling meeting, schedule a meeting, and reminder for a meeting. In this example, there is no best greeting. A receiver cannot know about which next week the sender is talking about. There is no contact information also. So, it is not a good e-mail.

You can see this video also for a bad e-mail.

Steps that can be make an e-mail good and proper:

There is variety of ways to improve your skills for writing a good and proper e-mail. These steps can help you to improve yourself and look more professional at your workplace. To compose a perfect e-mail follows some of these steps:

Ø  One topic per every e-mail

Ø  Summarize the message

Ø  Be precise

Ø  Leave out unnecessary words

Ø  Include your contact information if you need a response

Ø  Make a positive impression

Ø  Use proper grammar and tone

Ø  Use spell check

Ø  Proof read your e-mail when you complete your e-mail

After following these steps your e-mail will be a good e-mail. It will looks like a professional e-mail. These ways of doing work can increase reputation of an organisation.

BLOG QUESTION
Which thing is most important to get a response back for an e-mail?
Answer: The most important thing that we should kept in mind when we want to response back from receiver is contact information. Always remember to write a contact number or e-mail ID address.
So, the receiver will not get the trouble and give you response fast.

Good ways to write proper E-mails

Complaint/Feedback E-mail

A good complaint or feedback e-mail is good tool for a business. It should be making sure that why you are providing your feedback. You can also make suggestions that what should be done to solve that particular problem. Proofread your e-mail before sending to make sure that it is free from spelling and grammar error. If your e-mail will be with errors, it looks unprofessional. If you are doing any complain in an e-mail, it should be without errors to take the complaint seriously.

Example of Complaint E-mail

Example of Feedback E-mail

Conformation E-mail

These types of e-mails simplify meeting and oral discussion. There is permanent record in conformation e-mails that could be beneficial in the future. You should check every single point in the conformation e-mail before proceeding ahead to make any commitment. Following tips should be recognizing when write a conformation e-mail:

·         Include the name and title.

·         Itemize major issues or points.

·         Request feedback about unclear or inaccurate points.

Request E-mail

A request e-mail is an e-mail that you need someone to do something for you in a specific manner. So, it is urgent to putt your request in manner. If, you are pursuing answers to the questions, you have three ways to open the message:

·         The most important question should be at first position.

·         Command should be polite.

·         The introduction of the question should be with a brief statement.

In a request e-mail justify your request in the body of an e-mail. Be polite and friendly. In the closing of an e-mail include an end date in order to get rapid reply.

Business E-mails has First place in Good E-mails

Business E-mail is included in the Good E-mails

Business people want the main point of the mail quickly. Therefore business e-mails should be short, because they people have enough time to read the e-mails and take the action accordingly. The most vital thing in business e-mails is the subject line. The subject line should be informative and direct. In the body of a business e-mail, write the most important information first. At the end of the business e-mail, it is needed to give your name and contact information for the signature of the e-mail. So, people know where they can reach you if they need more information or details.

The link of this video is http://www.youtube.com/watch?v=Y2uFHMedFjE.

BLOG QUESTION
What you learn from this video?
Answer: This video has all the important points that should be in an e-mail. You can say this e-mail has proper greetings, introduction, body of the e-mail and closing with proper contact information. So, it is an effective e-mail.

Brief discussion about Good and Bad e-mails

The Difference between Good and Bad e-mails

E-mails are good way to communicate with others in every part of life. E-mails play a crucial role in the business. People use the e-mails for many purposes.

Remember emailing is an alternative way to communicate with others. So, we should keep the e-mail as short as possible. If you have a lot of information, try to organize e-mail more efficient like write it as bullet item.

Inside Address:

Be careful about the inside address of the e-mail. You should insert proper address. The spelling should be accurate. Use suitable postal codes in each address. You should be alert about the space between the postal codes.

Dates:

Be clear about the dates that you are taking in between the e-mail. Otherwise, a reader can confuse between the dates, you are talking about. You can take an example that “JAN 12” is less confusing than 01-12 or 01/12.  So, if a person will confuse there will be more difficult to make appointments and meetings.

Subject Line:

There should be a subject line in each e-mail. With a subject line a person can know about what the e-mail is?

EXAMPLES

Example of a bad e-mail:

You can take the example of a supervisor who is doing e-mail to his employees about a meeting.

Subject: Need to do a meeting

Hey people, we should do some changes in our office. Everybody should give his/her viewpoints. I know we all are really busy in our daily schedule. But we should have to meet in a couple of days. So, make sure we all concentrate. Thanks. Maria Bill

Example of a good e-mail:

Subject: Discussion related to make changes in office

Dear Staff:

It has to come to the notice of all staff that there is a need to make some changes in our office. Everybody have a right to give some views to make changes about their workplace. After discussing those views, we can work on them and makes our office a better workplace.

I can understand that all we have a busy schedule, but we should also bring up the time for that important work. We will do the meeting on March 12, 2014. The management has full trust on its employees and hope we will consider all the views. So, please come in the management hall (H232) at 11 a.m.

Thank You,

Maria Bill

Management Manager

Jackson Consultants

APPLYING GRAMMAR ON E-MAILS

The vital part of the e-mail is using grammar. Nothing can be worse than wrong grammar used in e-mail. So, there are some steps that should be following when writing e-mail:

·         Switch the spell check on to avoid mistakes in MS-word

·         Spell check the entire e-mail

·         Do a proper proofread

·         Double check all the e-mail before sending it

There are some mistakes that a person can do while typing an e-mail:

·         There for Their

·         Effect for Affect

·         Then for Than

Body of an E-mail

The body should be simple and easy to read. A proper e-mail format and language should be used in e-mail. So, the e-mail will looks professional. Sender should focus on the main point. The more unnecessary words make an e-mail less effective. Using wrong grammar or spelling always the sign of a bad e-mail. A good e-mail is the one which has detailed information of the discussed material.

Business E-mail

·         Make sure that all the sentences should have a sense.

·         Never go for the long sentences.

·         Never write any confidential information in the e-mail

It is important to follow the basic e-mail etiquette in business or personal e-mails. There are some tips that can be help to make an e-mail more appropriate.

1.      There should be courteous greeting and closing in the e-mail.

2.      The language should be positive.

3.      Spell check e-mail before send it

4.      Read your e-mail loud to ensure that the tone is which you desire.

5.      Make sure you use a proper sentence structure.

6.      Do not write everything in Caps on.

7.      All the business e-mails should be sending in timely manner or we can say in office hours.

8.      Make sure about what the reply options like CC, BC when replying an e-mail.

9.      Keep your e-mail concise and clear

10.  Concentrate on main point.