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.
