E mail is certainly one of the prevalent forms of communication in this present age. People take advantage of this great service both professionally and personally. However, in the midst of exchanging loads and loads of forwarded messages, people often forget to put together some coherent thought into the message. This may be out of habit or mere laziness. Here are a few tips on how to build a good e mail and thus improve your e-mail communication.

You don’t have to flaunt your vocabulary in your email. Keep it simple. Moreover, it is considered that a message exceeding 100lines is lengthy and will probably not be read. So, avoid telling stories to the receiver of your mail. There are some companies who are taxed for every second of Internet connection, so they won’t entertain your lengthy stories built up in your email.

Another thing to keep in mind is the attachment which you send in your email. If the message is short, avoid using attachment. Let the receiver know what the attachment is for. This is because many people don’t open the attachment on the fear of virus in the attachment.

Pay attention when you address an email to multiple recipients. First of all, be very sure that the message is useful for every recipient in the list. Nobody wants their inbox to be cluttered with junk mail. So, if the message doesn’t apply to the people, don’t send it to them.

After checking the addresses, it is now time to pay attention to the content of the message. You should be very careful of what you write. Be sure to start your message with a proper opening. Start the mail with a simple “hello” or “Dear”.
End the e-mail with “Sincerely” or “Yours truly”.
Informal notes are not appreciated by everyone. So, if it is a professional matter, try to keep the e mail formal. If you are not addressing a person you know, then don’t use short phrases. It may also seem unprofessional to use emoticons, so avoid them. Once you construct your email run a spell-check to make sure everything is correct. Emails with a lot of mistakes don’t look good and make a bad impression.

Last but not the least, the format of the e-mail should be simple. Remember, e mail if for communication. So, stick to the easiest format available.

This way, you will be able to communicate the message in a better way.

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This entry was posted on Thursday, May 22nd, 2008 at 5:02 am and is filed under Etiquette. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.