Hi Seniors,
What are the procedures for emailing an official mail, and how can one craft an attractive email? This information might be helpful to others as well. When sending an official email, is it appropriate to use "Dear"?
With regards,
Ravichandran.K
From India, Bangalore
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What are the procedures for emailing an official mail, and how can one craft an attractive email? This information might be helpful to others as well. When sending an official email, is it appropriate to use "Dear"?
With regards,
Ravichandran.K
From India, Bangalore
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Hello Ravi,
The very first thing you should keep in mind is your language. Anything written in the mail should make sense. Here are a few points:
1. Check for the subject - the subject should be specific - shouldn't be a vague "Hi" or a "hello."
2. See to it that the salutations are correct - starting off a mail without a salutation makes it sound rude. Yes, you can use "Dear Sir/Madam," etc.
3. The body of the mail should be precise, with correct grammar and to the point. One doesn't expect a Ramayana or Mahabharata there. Hence, write to the point.
4. Close the mail properly - some closing statements - thanks and regards, regards, etc.
5. Please mark the mail to those whom you intend to send and do not mark CC to the entire world. In case the subject matter is important, you may mark a copy to your boss or reporting manager or whomever you would want to keep in the loop.
6. Make sure your language is polite while communicating.
I guess these are the basics.
Cheers
From India, Bangalore
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1The very first thing you should keep in mind is your language. Anything written in the mail should make sense. Here are a few points:
1. Check for the subject - the subject should be specific - shouldn't be a vague "Hi" or a "hello."
2. See to it that the salutations are correct - starting off a mail without a salutation makes it sound rude. Yes, you can use "Dear Sir/Madam," etc.
3. The body of the mail should be precise, with correct grammar and to the point. One doesn't expect a Ramayana or Mahabharata there. Hence, write to the point.
4. Close the mail properly - some closing statements - thanks and regards, regards, etc.
5. Please mark the mail to those whom you intend to send and do not mark CC to the entire world. In case the subject matter is important, you may mark a copy to your boss or reporting manager or whomever you would want to keep in the loop.
6. Make sure your language is polite while communicating.
I guess these are the basics.
Cheers
From India, Bangalore
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Hi Neha has already given you some excellent tips on drafting emails. However, I am taking the liberty of sharing my inputs on the same too.
At the outset, let me emphasize that your email/mail drafting skills are a subset of good communication skills. I would, therefore, stress that one must focus primarily on effective communication skills. Email is just one popular and extensively used medium of communication which may have some peculiarities and requirements that can be worked on separately. Let me first share some important aspects of effective communication skills followed by some pointers on drafting result-oriented emails.
In my view, the most important element in any form of communication is the clear understanding of what, how, and why you are communicating. This can be clearly understood by ensuring that you write the subject line of your communication even before you begin writing anything else and also proofread for typographical errors.
Next, ensure you follow the rules of good drafting, editing, and proofreading. These could include one idea per paragraph, flow of thoughts, use of punctuation, following the 5 Cs of effective communication, etc. Ideally, I recommend that all communication be typed in WORD, thereafter proofread, and then as required cut and paste.
As a habit/practice, ensure that for all forms of communication, including casual communication, the content is well-drafted, the sentences and paragraphs are constructed using all the rules of grammar and effective drafting skills. You would notice that more and more people are using the SMS language, using short forms, jargon, liberally tossing out the rules of grammar when they post matter on this site. If one gets into this routine, the quality of formal communication would suffer in the long run, and this would be evident in the letters, reports, emails, inter-office communications, circulars, etc., that one generates.
You may also note that one must be more positive, proactive, and prompt in your communication. This can come about if your own attitude, behavior, and interactions always reflect these traits. Try to minimize the use of negative words like no, can't, difficult, etc., even in everyday communication.
When it comes to emails, the first rule is to keep the communication short, crisp, and to the point. Avoid the use of adjectives as the communication is intended to be informational or focused on getting some action. Keep in check the temptation to mark copies to one and all; instead, limit it to only those actually concerned. Revert to incoming emails at the earliest. If a phone call can get the work done faster, speak to the concerned person and only if required summarize the talk in writing through an email. Needless to say, being polite, courtesy, and well-mannered in style and content would be the icing on any form of communication, including emails.
I would also invite you to visit the following Inspirational and motivational Blogs which could also give you a flavor of effective drafting skills.
www.actspot.wordpress.com - Over 1,17,000 views and 730 followers
www.poweract.blogspot.com - Over 36,500 views and 190 followers
Best Wishes
From India, Mumbai
Acknowledge(0)Amend(0)
At the outset, let me emphasize that your email/mail drafting skills are a subset of good communication skills. I would, therefore, stress that one must focus primarily on effective communication skills. Email is just one popular and extensively used medium of communication which may have some peculiarities and requirements that can be worked on separately. Let me first share some important aspects of effective communication skills followed by some pointers on drafting result-oriented emails.
In my view, the most important element in any form of communication is the clear understanding of what, how, and why you are communicating. This can be clearly understood by ensuring that you write the subject line of your communication even before you begin writing anything else and also proofread for typographical errors.
Next, ensure you follow the rules of good drafting, editing, and proofreading. These could include one idea per paragraph, flow of thoughts, use of punctuation, following the 5 Cs of effective communication, etc. Ideally, I recommend that all communication be typed in WORD, thereafter proofread, and then as required cut and paste.
As a habit/practice, ensure that for all forms of communication, including casual communication, the content is well-drafted, the sentences and paragraphs are constructed using all the rules of grammar and effective drafting skills. You would notice that more and more people are using the SMS language, using short forms, jargon, liberally tossing out the rules of grammar when they post matter on this site. If one gets into this routine, the quality of formal communication would suffer in the long run, and this would be evident in the letters, reports, emails, inter-office communications, circulars, etc., that one generates.
You may also note that one must be more positive, proactive, and prompt in your communication. This can come about if your own attitude, behavior, and interactions always reflect these traits. Try to minimize the use of negative words like no, can't, difficult, etc., even in everyday communication.
When it comes to emails, the first rule is to keep the communication short, crisp, and to the point. Avoid the use of adjectives as the communication is intended to be informational or focused on getting some action. Keep in check the temptation to mark copies to one and all; instead, limit it to only those actually concerned. Revert to incoming emails at the earliest. If a phone call can get the work done faster, speak to the concerned person and only if required summarize the talk in writing through an email. Needless to say, being polite, courtesy, and well-mannered in style and content would be the icing on any form of communication, including emails.
I would also invite you to visit the following Inspirational and motivational Blogs which could also give you a flavor of effective drafting skills.
www.actspot.wordpress.com - Over 1,17,000 views and 730 followers
www.poweract.blogspot.com - Over 36,500 views and 190 followers
Best Wishes
From India, Mumbai
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10 Commandments - for effective eMail Communication.p ps
The Importance of Effective Communication.d oc