Whether you are a student on the threshold of higher education, or a new career, or someone who is already a few years into a career, you will, undoubtedly, have plenty of scope for communication by email.
For new entrants to the world of business, there may be internal company communications, with colleagues and superiors, and for applicants, job applications to prospective employers, more often than not by email.
Properly honed writing skills, and the ability to convey your messages succinctly, while also covering the key points, can be an invaluable asset for the success of your enterprise.
How to write an effective email message
There are certain basic rules and established practices for effective email communication that will allow you to achieve the desired effect. From the way you present your subject, in the subject line of the email, to the language that you use in the main body, every aspect of your writing may have an impact – positive or negative – on your recipient.
Useful tips, which you can bear in mind when composing your email, include the following.
Subject Line
The subject line is the first thing that a recipient sees, and most people decide whether to open, or delete, a message based on this single line. So, make sure the subject line conveys the specific content of the message, rather than just a vague subject area. Avoid using expressions such as “Important!”, or “Read Immediately!”, as these are often associated with “spam”, and email messages of this type are likely to be deleted immediately.
Message
Your message must obviously, be readable, and should hold the interest of the receiver, so that they read the message in its entirety. If you use lengthy sentences and ramble on without getting to the point, the chances are that the receiver will either delete the message, or fail to notice important aspects. You may even consider listing and numbering your points, to make your message more “digestible” for the recipient.
Avoid unusual fonts and sizes, and the use of underlining or emboldening for emphasising a point, unless it is absolutely necessary – most readers are perfectly capable of picking out the important points in a message for themselves.
Attachments
Try to cover all the necessary information within the body of your email, if at all possible. Many recipients are wary of receiving attachments unless they know the sender, because of the potential for viruses that an attachment may contain. Messages with attachments are of larger file size, take longer to download, and can occupy valuable space in the mailbox of the recipient.
On most occasions you can, and should, copy and paste the relevant text into the body of an email – unless, of course, your recipient needs the information in a particular format that is only possible to achieve with, for example, word processor or spreadsheet software.
Courtesy
Be polite in your language at all times, even if you have good reasons to feel aggrieved by your recipient, whomsoever it may be. “Flaming”, in the form of an abusive personal attack, must be avoided at all costs – it is better to reflect on the consequences, in a calm and calculating manner, rather than to regret your actions at a later date.
Make it look and sound professional
When the outcome is important, always take the time to make your message look, as well as sound, professional. Proof read what you have written, and try to improve on your first draft, adding finishing touches that will impress the receiver. Above all, check for grammatical, or spelling, mistakes, and any important points that may have been overlooked.
Manage your Email
Be prompt in replying your email messages, and organise them, by storing them in an appropriate folder structure. Do not delete messages that may serve as a reference for future correspondence, and do not postpone replying unnecessarily – 24, or 48, hours should be a maximum response time.
When sending sensitive information to more than one person, use BCC (“Blind Carbon Copy”), if the facility exists, instead of the standard CC (“Carbon Copy”). This will mean that the list of recipients is hidden.
Conclusion
Email writing is an important part of portraying, and maintaining, a professional business image. Whether you are a student, or an employed person, it is important to build and develop your email communication skills, as it can have a major impact on the success of your endeavours.
Source: http://www.ArticlePros.com/author.php?Nicholas Miller
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