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.
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
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.
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
