E-mail is electronic correspondence (written communication). The e-mail phenomenon has grown tremendously over the past 20 years. Two decades ago, they were unheard of in common society. In the past, we trusted faxes, courier services, and calls. Today, e-mail is used within both business and social settings.
In addition to automatically copy email, today’s generation uses texting, instant messages, and electronic discussion boards to communicate socially. As these quick types of communication are employed so often, you can easily let their informalities bleed over into to business correspondence. Here are some tips to help with composing and answering e-mail messages.
Composing – Content. When composing messages, you need to answer four basic questions:
1. How come you writing?
2. That is the viewers?
3. What do you need them to do?
4. Why must they do it?
These questions would be the basic framework of the message. When answering these questions, be mindful that your particular audience may have a limited amount of time to concentrate on your e-mail. You should keep the answers short and sweet. Please take into account that your audience cannot hear or look at you; therefore, try to use plain language as well as a natural tone.
Carbon Copy (Cc) and Blind Carbon Copy (Bcc) – The word “carbon copy” comes from the method utilized to make multiple copies of a letter before word processors, copiers, and scanners. Multiple copies of a letter were created by placing a slip of carbon paper between several slips of typing paper and rolling them in to a typewriter.
Carbon copy can be used when you want to inform someone of their pending involvement in a matter. Carbon copy may also be as “for your information only (f.y.i.)” purposes. Blind carbon copy is equivalent to carbon copy except the recipients — the people you happen to be writing to as well as the people copied — cannot see who may be being blindly copied. Blind carbon copy should be used at the own discretion.
Format – A good way to be mindful of your own audience’s time would be to avoid large blocks of text. Use bullets, or if you wish to show chronology or hierarchy, use numbers. The guideline is — for set of three or more items, list them in a column.
Appearance – Bold, underline, and italics are effect ways to emphasize headers and important points. Take care not to overemphasize; apply only one format at a time. Grouping small sets of text together will also be good at relaying lots of information. Avoid using non-traditional colors and font type. They are difficult to read as well ruzorl considered unprofessional generally in most business settings.
Responding – Before responding to messages it is essential to consider when you should and the way to respond. Only react to an e-mail if needed. Remember reply only to the sender; stay away from the “reply all” feature unless all parties are directly involved in the immediate matter. When forwarding messages be sure to (a) announce the content and (b) edit the forwarded message. Always preface the forwarded message with your personal personal message. Also, you may find it necessary to edit the content from the forwarded message(s) to match the style from the intended audience.
Review – When composing e-mail it’s vital that you remember (a) why you’re writing, (b) who you’re writing to, (c) what you’re would like them to accomplish, and (d) why they ought to do it. Make sure your e-mail’s appearance and format are simple to read. Only copy those that ought to be copied, and respond when necessary.