We have been sending email since few decades, but still we didn’t know some of the features of it and how to compose an email which will create a long-lasting impression to the reader.
We have been using the email for the communication among the friends, relatives, colleagues, bosses and to deliver the view, idea, discussion, query and many other usefulness like invitation, information sharing and news etc.
now we will take a look one by one point which could be more important for the composing an email.
1. TO, CC and BCC
To is for those who require attention and needs to be acted upon.
CC(carbon copy) it is individual or sets of recipients which has to be kept on loop but no need to be acted upon or only knowledge of the recipient of the mail.
BCC(Blind carbon copy)it is for sending the same email to the same people whose identities sender don’t intend to unveil to the recipient in the To and CC.
For example: A is Sender, X=need to act on mail, Y=only for kept in loop
Z= recipient whom is A does not want to disclose in front of X &Y
Sender:-A
TO: - X
CC:-Y
BCC:-Z (in mail X & Y is not able to see Z)
2. Subject Line
The subject line is play vital role in the composing mail. It can decide will receiver will read at that moment, read it later or junk it. Therefore keep the subject line short, direct and noticeable.
For example: keep the subject line like urgent meeting, at 10:00, Invitation:……, Notice:- change in management etc.
3. Begin with a greeting
Always start email with a greeting, such as “Dear ABC”. If you have a formal relationship you can write “Dear Mr/Mrs/Ms. ABC”. If the relationship is more casual, then simply say, “Hi ABC”. If you don’t know the name of the person you are can use:“To whom it may concern” or “Dear Sir/Madam”.
4. Body Text
Kept in mind always email are not like reading the novel, so kept the text short and simple.It should clear what message you want to convey to the recipient and free form grammatical, spelling mistake and punctuation. All the spell, words and lines are require the same font, equal spacing and right tone to it.
5. Closing remarks
Before ending the email, it is polite to thank one more time and add some polite marks. i.e."Thank you for your patience and cooperation” or “Thank you for your consideration” and then follow up with, “If you have any questions or concerns, don’t hesitate to let me know” and “I look forward to hearing from you”.
6. Appropriate Closing of the email
It is importance to not that closing of the email with “Best regards”, “Warm regards”, “Sincerely””, “Thank You, Avoid closing the email with “Best wishes” or ”cheers” until you are the best friend of recipient
7. Proper Signature
Technically signature should mention everything that’s written on your visiting card. i.e. Name, position, company name, office address, contact detail, mail id, web address etc.
8. Sending an Email
Do not send an email as soon as your typing is over, take your time check errors or incomplete information, spell mistake etc.
Important notes
- If you sending the email with more than on file or heavy attachment, Zip it.
- Don’t reply all if you don’t want to communicate with everyone in the mail.
- Don’t use informal language in mail.
