E-mail is electronic correspondence (written communication). The e-mail phenomenon has grown enormously over the past two decades. Two decades ago, they were unheard of in common society. In those days, we trusted faxes, courier services, and phone calls. Today, e-mail is used within both business and social settings.
Along with copy email, today’s generation uses texting, instant messages, and electronic discussion boards to talk socially. Since these quick types of communication are utilized so frequently, it is possible to let their informalities bleed over into to business correspondence. Here are a few suggestions to assist with composing and responding to e-mail messages.
Composing – Content. When composing messages, you should answer four questions:
1. Why are you writing?
2. Who may be the viewers?
3. What do you need these to do?
4. Why must they do it?
These questions are definitely the basic framework of your message. When answering these questions, be mindful that your particular audience could have a limited length of time to concentrate on your e-mail. It is important to maintain the answers short and sweet. Please keep in mind that your audience cannot hear or view you; therefore, try to use plain language as well as a natural tone.
Carbon Copy (Cc) and Blind Carbon Copy (Bcc) – The phrase “carbon copy” arises from the technique used to make multiple copies of the letter prior to word processors, copiers, and scanners. Multiple copies of the letter were created by putting a slip of carbon paper between 2 or more slips of typing paper and rolling them into a typewriter.
Carbon copy is utilized when you want to tell someone of her or his pending involvement in a matter. Carbon copy may also be as “for the information only (f.y.i.)” purposes. Blind carbon copy is the same as carbon copy except the recipients — both people you are writing to and the people copied — cannot see that is being blindly copied. Blind carbon copy needs to be used in your own discretion.
Format – One way to be mindful of your audience’s time would be to avoid large blocks of text. Use bullets, or if you want to show chronology or hierarchy, use numbers. The principle is — for set of three or more items, list them in a column.
Appearance – Bold, underline, and italics are effect techniques to emphasize headers and important points. Be careful not to overemphasize; apply just one format at the same time. Grouping small groups of text together can also be effective in relaying plenty of information. Avoid using non-traditional colors and font type. These are difficult to read too ruzorl considered unprofessional in many business settings.
Responding – Before answering messages it is essential to consider when to and the way to respond. Only react to an e-mail as needed. Remember reply simply to the sender; stay away from the “reply all” feature unless all parties are directly involved in the immediate matter. When forwarding messages make sure to (a) announce your message and (b) edit the forwarded message. Always preface the forwarded message with your own personal message. Also, it may seem necessary to edit the material from the forwarded message(s) to match the design and style of the intended audience.
Review – When composing e-mail it’s essential to remember (a) why you’re writing, (b) who you’re writing to, (c) what you’re would like them to perform, and (d) why they should do it. Make sure your e-mail’s appearance and format are easy to read. Only copy those that should be copied, and respond when necessary.