At the outset let me emphasize that your email / mail drafting skills is a subset of good communication skills. I would therefore stress that the improvement of your communication skills is more critical. Email is just one popular and extensively used medium of communication which may have some peculiarities and requirements which can be worked on separately.
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 proof read for typographical errors.
Next ensure you follow the rules of good drafting, editing and proof reading. These could include one idea per para, flow of thoughts, use of punctuations, following the 5'c of effective communication etc. Ideally I recommend that all communication be typed in WORD, thereafter proof read 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 in 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 every day communication.
When it comes to emails the first rule is to keep the communication short, crisp and to the point. Avoid 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.
To help you be more positive I would invite you to visit the following Inspirational and motivational Blogs
www.actspot.wordpress.com - Over 1,27,000 views and 785 followers
www.poweract.blogspot.com - Over 39,000 views and 205 followers
In addition I have sourced this link from a Citehr reply to a similar query. Hope this link also gives you the overview of effective drafting and enables you to gain the confidence to become an even more effective communicator.
Samples of Business Letters
Business writing is an art. It comes with practice however, you need to take formal training on this subject. If you ignore it now, lack of skills in this area may hold your growth in future.
I have seen good number of professional who are very sound technical or function aspects of their job but because of their poor drafting skills, they could not become CEO.
I will conduct public workshop on "Business Writing Skills" at Bangalore on 27-09-2012. You may attend the workshop.
Send me the test mail and I shall mail you the programme brochure.
Dinesh V Divekar
The business letters are very important for communicating formally in a company. I can give you few steps for the same. Most of them know these but practise with different incidents and I'm sure you would get the scoop of it.
- Type your name, title and return address four to six lines down from the top of the page.
- Type the date two to six lines down from the letterhead or return address. Three lines below is the standard.
- You may also like to add the recipient's full name as (Kind Attention to: __________ ).
- Precede the name with Mr., Ms. or Dr. as appropriate.
- Follow with your greeting, then provide the SUBJECT and REFRENCE (if any)
- Then begin your letter. Introduce yourself in the first paragraph, if the recipient does not already know you.
For instance, 'I recently purchased an insurance plan from your company.'
- Continue with the body of the letter, stating your main purpose for writing. You have to be brief and succinct as possible.
- Make sure your letter is closed with 'Sincerely,' 'Thank you' or 'Best wishes'.
- Type the name and titile and sign the letter in ink in the space created. Sometimes in cases, you might be required to stamp/ company seal.
Check this, It would be a wonderful experience reading https://www.citehr.com/223498-4001-b...s-letters.html
Some very good postings are already made.
You can type "e mail writing" in the Search box of Cite HR and
get plenty of material to browse through.
My suggestion would be to start writing simple and small sentences.
You can follow different postings on Management Topics in Cite HR.
Please get started, Good Luck,
V.Raghunathan..................................... . Navi Mumbai
In short and sweet, don't get confused while attempting to improve your BUSINESS WRITING. Try to retain your PLAIN ENGLISH. You can only improve your Business writing skills by writing letters to your clients or through internal communication...its a time consuming process and you need to keep watching your standards which will definitely grow over period of time. If you find anyone who can support your learning & develop process, that would be of great help to you. This is required because you will understand your mistakes as pointed by your coach or trainer.
In the pursuit of improving your vocabulary, do not confuse anyone by using difficult words which are seldom used.
Be careful when it comes to "PUNCTUATION", wrong punctuation can deliver a different meaning just by making your reading perceive in a different way.
With profound regards