This is the age of email communication. Although we have quick access messengers for instant chats, there are instances where you have to send an email.
However, there are no set rules for the same. Remember your language classes in school where you were taught the important components of a letter? Yes, we did learn about letter writing skills – date, salutation, subject, body of the letter and sign off being the not to be missed components.
Fortunately or unfortunately, this is missing from the emails that we exchange on a daily basis. Even though we use emails for office communication, we more often than not end up using an informal tone which at time might land you in trouble.
Here are a few things to keep in mind when you write an email
First things first: Do not use short forms. Agreed, we shorten words to fit the character length on our phones and also save time. However, this is a strict no-no in office communication. For all you know, the email may be read by your super boss or CEO of the company. Using short forms might lead him to think you are not serious about your work. The bottomline — Be formal where required!
Know the addressee: get your facts right. Know who you are writing to. Also, find out his/her designation and follow protocol. For instance, even people in the top posts are addressed by their names in a media company which may not be the case in other corporate organisations. So it’s best not to flout rules. If a person has to be addressed as sir/madam use the same.
Spell out the subject: Make a clear mention on the contents of the mail in your subject. For instance, if the mail pertains to a delayed project, mention the same in the subject line so the recipient knows what to expect. A subject line is what grabs attention of the recipient who receives hundreds of mails a day on an average.
Be crisp: Be clear on what you want to convey. In the age of speed news, people do not have an entire day to read mails. Hence, no history required, just get straight to the point. Remember the attention span is limited and there are too many diversions. Hence the reader might lose interest and miss the actual point intended in the mail after reading your prelude. Keep the message brief, yet effective. MAke sure you mention the important information in the first few lines itself.
Proofread your mail: Last, but not the least it’s very important to reread what you have written so as to avoid typos and goof-ups to avert disasters. To err is human, but to rectify them is wise! It’s better to be safe than sorry isn’t it?
Source – Times of India