Summary

Conclusion :

This is my last post in my blog . From last different posts  I have   come to know that the E-mails plays an important role and It is important to write an effective E-mail . Proper format for writing an e-mail  is required .As we come to know that the e-mail subject line is the base of any e-mail as it identifies what  our email includes. E-mail message should be clear , concise and should be simple and to the point.  

                                         

Types of E-mails

In this blog I am going to discuss about the types of E-mails.   As we know E-mails plays an important part in  Business and even in our personal life. There are four types of E-mails. These are as follows:

•          Confirmation Message

•        Procedural Message

•        Response Message

•        Request Message

Confirmation Message: Confirmation letters clarify meetings, oral discussions . This type if email create a concise, permanent record that could be important in the future.

Procedural Message:  In this type of email you should write all your ideas and thoughts for which no further explanation would be necessary.The most effective way to write a procedural message is to list steps of the procedure in order, keep your steps short, use an active verb in the beginning of every step.

Response Message : Everyone will have to write a response letter one day either to a co worker, a client or just a family member, you have to remember to write as professionally as you can. Response letters are mostly use to reply back to request letters and any emails that asks questions that we have to reply back to. In the opening of your response letter you should write the main information. The body should provide additional information and details. The closing part or your response letter should be summarizing, remarking and offer for further assistance.

Request Message : A request message is kind of obvious that its a email requesting a respond back immediately from the reader or the reader to make an action. Begin directly by stating the request without providing any further explanation on why you are writing the letter to them. In the body ask as any questions but make sure they are relatively similar to each other, be friendly and close with the end date with a reason, if possible to promote a quick response.




Reference : Guffey, M.E., Rhodes, K., & Rogin, P. (2008). Business Communication: Process and Product. Toronto: Nelson

Examples of Good and Bad emails

 Today  I am going to discuss about  different examples to clear the difference between the good and bad email.

Good E-mail :

E-mail messages are standard forms of communication.A good e-mail must have following parts:

• a subject line that summarizes the message
• an opening that reveals main idea
• a body that explains the main idea
• a closing that presents action information,summarizes the message,or offer a closing thought.

Examples of good email:

The example below is the correct way to address someone in business. It is the professional and formal way of conversation followed by rules of writing an email.

 Dear Mr. Parisotto, 

Sheridan is very pleased to start work with you. Our first meeting will take place Thursday, March 8th at the HMC Campus in Mississauga in room A211 at 8am.

Regards,Tom Smith

Good Email

Subject: Discussion related to management policy and reminder for deadline due. Dear Staff, It has come to the notice of the management, there are certain policies that are not expectable by most of the employees. These policies are bothering most of the employees and this is affecting their general performance. Although, most of us have a busy schedule, we shall bring up the policy plans during our next weekly meeting. It has also been found, the project is nearing its deadline and many have not yet completed their tasks at hand. Your problems and queries will be addressed in the next meeting as stated above. Thus, it will be better if we start concentrating on our project and give no opportunity to the client to complain. The management has full trust on its employees and we hope you will not disappoint us. Thanks, Benny Markos HR Manager Jackson Consultants

Bad E-mail

Sometimes people send bad e-mails to others unintentionally which destroy their reputation, An e-mail tends to be bad id it is long and time consuming and 

• Subject line may not be informative

• Opening do not reveals the main idea

• May not provide context to reader and includes bad response

• May not reflects any action to take

• Bad use of BCC

Examples of Bad email

Hi, Mr. Parisotto.

 We are the number one business school in Canada at the moment. We are looking for professors to teach for the winter semester. Please send us your resume, and our highly qualified staff will contact you sometime soon.

1. 
   

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Example of a Bad Business Email

Subject: Some points to discuss Hey people, We were thinking of changing a few things around the office. These things have bothered most of us and the management thinks it is time we take notice of these aspects. I know that we are all real busy but we should speak about these points in our next meeting. Also, many have not yet submitted the reports and the deadline is coming up in the next couple of days. So, make sure we all concentrate. Thanks, Benny Markos.

This video explain the difference between good and bad emails by giving different examples

Reference: http://youtu.be/v6RfCi14PnM

        Guffey, M.E., Rhodes, K., & Rogin, P. (2008). Business Communication: Process and Product. Toronto: Nelson

Good Email Subject Lines

A subject like the Headline above can irresistibly pull readers into opening your message and reading its every hypnotic word. Often,it will not and what if you don't have anything to sell?

Your email subject line is, next to your name, the first thing the recipient sees. It is important. The best email subject lines are short,descriptive and provide the reader with a reason to explore your message further. Trying to stand out in the inbox, by using splashy or cheesy pharases, will invariably result in your email being ignored

In your email subject, do not:

• Arouse Interest and curiosity.
• Say "Hi".
• Be wordy.
• Respond without giving context.

  
To compose the perfect email subject :            

• Give the message's bottom line.

• If your email comprise multiple topics,consider breaking into multiple messages.

• Summarize the message- why you are writing.

• Be Precise.

• Include details that allows the recipient to identify  about what you are writing.

• Leave out unnecessary words.

• Email subjects need to be concise. 

                 Best & Worst Subject Line Examples

Subject Lines With Top Open Rates
Subject Line	Open Rate	Comment
Preliminary Floor Plans for Southern Village Neighborhood Circle Members	93%	Timely information. Implied benefit for quick action. Over 50 characters in length
Your April Website Stats	92.6%	Timely and useful information
Idlewild Camp - Important Travel Information	90.1%	Information I need now.
Invitation for Murdoch, Brown, Rove & Johnson's Snow Ball	89.7	Party invitation. Personal and timely
MotorCycling Magazine Reader Survey	88.1%	High affinity to activity/experience
Announcing Paige Elizabeth Sullivan	82.6%	Birth Announcement: Personal and useful information.
Ship's Log #5: Parus Arrives in Phuket	82.1%	Personal and timely
Nautica in Rutland Opens Soon!	79.9%	New condos - valuable information to be first in line.
Updated Time Zones & Log On Information	79.1%	Required information
MICHAEL DRUCKMAN 1949-2007	77.4%	Obiturary: Personal
Inside Football: Summer Training Camp Preview Issue	74.3%	Timely and useful information

This video provides good tips that how we can write  a good subject line.

    References :http://email.about.com/od/netiquettetips/qt/et_good_subject.htm

                          http://kb.mailchimp.com/article/best-practices-in-writing-email-subject-lines

                       http://youtu.be/WUyhXSzK9cU

Tips for better e-mail etiquette

 

There are certain Professional standards expected for e-mail use . Here are some things to keep in mind regarding professional e-mail conduct:

 

 

 

 

 

 Be Informal ,not sloppy: Your Colleagues may use commonly accepted abbreviations in e-mail, but when communicating with external customers, everyone should follow standard writing protocol. Your e-mail message reflects you  and your company, so traditional spelling, grammar, and punctuation rules apply.

 

Keep messages brief and to the point : Just because your writing is grammatically correct does not mean that it has to be long. Nothing is more frustrating than wading through an e-mail message that is twice as long as necessary. Concentrate on one subject per message whenever possible.

 

Use sentence case : Using all capital letters looks as if you are shouting . Use all lowercase letters looks lazy. For emphasis, use asterisks or bold formatting to emphasise important words. Do not, however , use a lot of colours or graphics embedded in your message.

 

Remember that e-mail isn't private :  E-mail is considered company property and can be retrieved, examined, and used in a court of law. Unless you are using an encryption device ,you should assume that e-mail over the Internet is not secure. Never put in an e-mail message anything that you wouldn't put on a postcard. Remember that e-mail can be forwarded, so unintended audiences may see what you've written. You might also inadvertently send something to the wrong party, so always keep the content professional to avoid embarrassment.

 

Use the Subject field : Don't just , "Hi" or " From Sandra".  Agree on acronyms to use that quickly identify actions . Subject line should explain that what is included in the e-mail.

Use proper structure & layout: Since reading from a screen is more difficult than reading from paper, structure and layout is very important for e-mail messages. Use short paragraphs and blank lines between each paragraph . When making points , number them or mark each point as separate to keep the overview.

 

Read the e-mail before you send it : A lot of people don't bother to read an e-mail before they send it out , as can be seen from many spelling and grammar mistakes contained in emails. Apart from this, reading your email through the eyes of the recipient will help you send a more effective message and avoid misunderstandings and inappropriate comments.

 

Avoid long sentences : Try to keep your sentences to a maximum of 15-20 words. Email is meant to be quick medium and requires a different kind of writing than letters. Also take care not to send emails that are too long. If a person receives an email that looks like a dissertation, chances, are that they will not even attempt to read it.

Do not overuse Reply to All : Only use Reply to All if you need your message to be seen by each person who received the original message.

Take care with rich text and HTML messages : Be aware that when you send an email in rich text or HTML format , the sender might only be able to receive plain text emails. If this is the case, the recipient will receive your messages as a .text attachment.

 

 

 

 

References : http://www.emailreplies.com/

                     http://office.microsoft.com/en-us/outlook-help/12-tips-for-better-e-mail-etiquette-HA001205410.aspx

                  http://youtu.be/qjoKfeYnr2A

 

 

 

 

 

 

 

 

 

 

 

 

  

Structure and Format for writing an Email

For Writing a proper email  and to get a good response we should follow proper structure and format for writing an email.

1.     Date:

        To:

        From:

        Subject:

                                        1. Opening

                            2. Body 

                             3.Closing 

• Use a neutral e-mail address:  Your e-mail address  should be variation of  your real name , not a user name or nickname . Never use an unprofessional email address.

• Use a Short and Accurate Subject Header:  Avoid saying too much in subject header, but make sure it reflect the content of your email to a person who is unfamiliar about what you have written in email. Summarise the main idea in the subject header .

• Use a Proper Salutation : Addressing the recipient by name is proffered. use the person title with  their last name . You can use salutation like :  Dear Mr.. . Don't use a casual greeting like : Hey .  

• Write the actual Message :  Start Writing e-mail directly by Front loading the opening . Get directly to the point without rambling . 

• Body of an e-mail : Explain and discuss only one topic in your e-mail as it will make your e-mail more effective.Introduce relevant details and consider the columns,headings,numbered, bullets lists.

• Closing of an E-mail : To end the message you have the options depending upon your objective :   

• Action 
• Dates or Deadlines
• Summary of message
• Closing thought 

• Use the correct from of leave taking : This will depend on your level of intimacy with the recipient.

• Proofread your message  for content :  Make sure you haven't omitted any important details .

•  Proofread your message for spelling and grammer: Check your spellings and grammer  and revise your e-mail .

Reference :

 http://www.wikihow.com/Write-a-Formal-Email

Writing Process of a Good Email

The writing process of an email starts from the point where one starts thinking  of writing an email. Developing skills in writing E-mail messages brings two important benefits:

•    Well Written documents achieve their goals easily. These type of documents create goodwill by being cautions, caring and clear.

•   It helps to enhance the image of people within an organization.

 

An e-mail follows a 3*3 writing process:

1. Analysis, Anticipation, and Adaptation : This step includes various questions which are as follows :

 

•   Do I really need to write a e-mail ?

•    Why am I writing ?

•    How will reader react?

•   How can I save reader' time ?

  

2. Research , Organisation , and Composition : In this step, sender gathers files, documents and organise it into an outline. After this, sender compose the message, and revise it for clarity , correctness and feedback.

3.Revision, Proofreading , and Evolution : It involves the final touch on the message . The sender viewed the e-mail from the receiver's prospective.