Some tips to compose a good email

Here are some of the tips and tricks to compose a good email:

·       Address your contact with the appropriate formality.
·       Make sure you spell their name correctly.
·       Read your email out loud to ensure the tone is that which you desire.
·       Check that your email includes a proper opening and closings with greetings.
·       Always spell check. Your email
·       Try to avoid a lots of thank you’s and please’s and other such words because they just increase the words in your email. Try to be as short as possible but with all the details
·       Try to avoid relying on formatting for emphasis
·       Use proper sentence structures.
·       If your email is emotional, wait to reply.
·       Type in complete words. Remember, You are not texting your girlfriend/boyfriend

Forming a good impression.

It is very important to leave a good impression of your on the receiver through your email. As you are not personally dealing with the receiver or there is no personal contact between the two of you, its just your words that express who you are.

For example:

Good impression:

If you could do the work on time, I will be very thankful to you.

Bad impression:

You should do the task on time or you would be fined to a specific amount.

Thus forming a good impression is very important in the emailing world.

Example of a good and a bad email

                                Good email

                               

                                 Bad email

Business emails

Always think of your email as you are writing your business letter head and I can guarantee that you will never go wrong. When dealing with the business emails, if u can not literally email back in response at least email a receipt confirmation. This shows your professionalism. Emailing site owners about your product or service through the site form is still spam.

When replying to emails always respond promptly and edit out unnecessary information from the post you are responding to. Always type in the appropriate response in your response email. You can quit some of the un necessary questions so as to shorten your email. Remember, a short email looks way more professional.

Formality is in place as a courtesy and reflects respect. Assume the highest level of formality with new email contacts until the relationship dictates otherwise. Refrain from getting too informal too soon in your email communications.

Act very careful to how you use Reply to All and Cc: in a business environment.
When replying to an email with multiple recipients noted in the To: or Cc: fields, remove the addresses of those who your reply does not apply to.

Try not to send business attachments outside of business hours and confirm that the format in which you can send can be opened by the other side. For example, try not to send attachments in previous versions APA or in coded form.

Never email in a hurry

Reviewing the email before sending is very important. One should never send an email in a rush because chances are to compose a wrong email, miscommunication, or even bigger mistakes. This topic is mandatory in writing a good email.

The Good habits:
plan out before saying
Write notes
Get friends or family to review it to get as many opinions as possible.
Piece together your ideas
TAKE YOUR TIME.

The Bad ones:
emailing at the last minute
hurrying
not sure of what to say

It is very beneficial for one to take their time when sending an email. It is very helpful in long run when customers or partners know that you can send a professional email

Miscommunication

An email sent to the reiever that he/she can’t understand is worth even less than zero. This is called miscommuniation. It means the sender has sent

Causes:

·       People assume that others feel the same way as them, and understand what their going through.

·       People type what they think without realizing what they just wrote.

·       Bad jokes and sarcasm.

·       Sender overestimates how effectively they can communicate their feelings.

·       Emails can be interpreted differently by different people.

Keys to avoid miscommunication

·       Think before writing

·       Think it from the readers perspective

·       Write as u are explaining it to a kid, ie. In detailing

It is very often to miscommunicate with people. It happens on a day to day basis. But it is very easy to fix. Simply just take your time and read out if it makes sense. Next Just think of it through the receivers point of view, and if it still makes sense, you composed a good email without miscommunication.

Good subject line.

 A good subject line is the most important part of an email when being sent.

Good Example: 
- Subject: 10 am meeting on'' payment policy'' scheduled to 1 pm on same day.

Bad Example:
- Subject: Meeting rescheduled.

As you can see, the good subject line example clearly identifies what the meeting is about, and at what time it takes place. The subject line is meant to tell the reader at a glance, what the message is about.it should be such to give the reader a proper overview of the contents inside the body of the email

A good subject line may also decrease the risk of spam with an appropriate subject line, as people will be more interested to read an email with a proper subject line. Also the subject line should not be too long or too short.

Importance of grammar.

Grammar is the most important part of the email. Nothing is worse than to receive an email from someone who does not spell check or does not make silly grammatical mistakes.        

                                                         

                                               

The keys to send a good email without such childish mistakes are:

·       always double check what you wrote.

·       Set a spell check on your computer.

·       Proof read


The for the bad ones are:

·       Misspelt words.

·       Improperly worded sentences.

    Talking with text slang. Example: I O U(I owe you), THX(thanks), no probs (no problem)

The importance of grammar can clearly make or break you. For example, when sending in a resume, you will most likely be hired if your cover letter has appropriate grammar. Thus grammar plays a pivot role in emailing.

Ineffective E-mails.

Unfortunately, there is there is the existence of ineffective emails too. Anyone who has sent an impulsive, emotional email to a co-worker or (worse) a manager knows the danger that email poses, like a missile fired at its target, once you turn the key you can't recall it. And your emails don't even have to be intentionally acerbic to do damage, it’s both immediate and impersonal, since you can say things in a written message that are harder to say face-to-face.

The main 3 problems that people commit in writing emails are as follow:

• Saying Way More than is Necessary – This is one you won’t know the message has committed until at least a third of the way through it. If you find yourself thinking “for Pete’s sake, get to the point…” – you've got one of these messages.\

• Straying Widely from the Topic – When the email subject reads “TPS Report Cover Sheet Format” and half-way through you’re reading about Tom’s lunch plans or the new policy on chewing gum in the break room, you know you've found one of these jewels.
• Send an Email that’s completely Unnecessary – These are probably my biggest pet peeve of all. Emails that consist of reciprocal greetings or acknowledgments that are just a waste of server space

so these are some of the major mistake you need to avoid during writing an email.

I will continue explaining about the topic in the near future.

hope you guys liked it.

Effective Emails

In today's modern world, It has become a necessity for every one to interact others  necessary for a person to know how to write email, which is why understanding  to write an effective email is very important. Although emails are written/used very often you may be very surprised to learn that many people are not familiar with how to write good emails.

Emails are often looked upon as a very informal way of contacting others. However, it should be noted that communication  via email has become a preferred by individuals for both personal and professional use. This  is just because  email communication is faster, efficient and effective. Knowing how to use emails to communicate can mean the difference in having your email responded or ignored. Learning to write effective emails is thus very important.

                                  

i'll be explaining this topic in further details in my future posts. Hope you guys liked it.