In today's time at work, email has become an essential link between employees for the exchange of information. When your job is with back-office work, it becomes necessary for you to write the right email at the right time. Writing emails is an art that every newly appointed employee in the office has to learn and adopt. An email has to say is fewer words effectively.
There are two types of email communication in any office, one that is sent within the office to a subordinate or co-employee or higher officer. Such emails are often used to exchange instructions or important information and have no definite format. Other types of emails are sent to clients whose drafts are generally determined by an office policy rule. Such emails have no possibility of showing the employee their skill.
The first thing to address is by writing an email. Most of the mistakes when writing an email are about the right address. If you know the name of the person you are sending the email, you must type their name in your address because it's pleasing for everyone to read their name. Be sure to use words like Hello or Hi before their name, which reflects your humility. It is also not sufficient to address only Hello or Hi to an employee who is a higher level than you.
If email is being written to provide notification, then leave a line after the address and write down issues directly, so no one avoids reading long emails. If you also need to write a long email as required, use bullet points or numbers to make your points. This makes it easier for readers.
If email is being written to the higher officials to explain your issue or problem or asking for increment, then make your intention clear in two or three lines.
If email is being written to the subordinate or co-employee to tell him about his mistake, keep in mind that the email should be started in a positive note and the error should be mentioned in such a way that the guilty person can accept his or her mistake and not make any negative note about you. In this way, the relation between any of your employees will not be spoiled because of any reason. Anyway, if any person is looked at his or her mistakes by stating his or her achievement, the mistakes made do not break his or her morals.
Don't chat with any employee on email and don't send emails unnecessarily. If the email is not being answered several times after due time, ask for a reply to the email in your followup email by politely asking for the person's health. Your humility must be reflected in your words via email.
Many times employees respond to emails that send replies only to the sender by removing other employees indicated in the CC filed of email by the sender in that email. Avoid making such mistakes and reply to the email to all if it is required.
Keep the same font and size across the email. Avoid using fonts of different colors.
Thank you at the end of the email, be sure to use words like gratitude before you type your name. Never rush emails, and if you are angry about anything in the office, don't let that outrage be expressed in the email. The email should always be positive feelings to the read-by.
Finally, the most important and noticeable thing is that never pre-signify email Id to those who have to be sent emails before writing an email. Doing so is sometimes likely to move half baked emails accidentally. Enter the email id only after the email is registered completely. If attaching a file to the email, make sure that the file is connected or not. This is often a mistake, so it's better to secure the file before writing the emails.
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