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.