Chapter 17 EMAIL WRITING

  • Email/electronic mail/paperless communication
  • Came into existence in the late 20th century
  • A method of exchanging digital messages across the internet/other computer networks
  • One of the quickest ways to communicate in writing

FORMAT OF AN E-MAIL

  • Header – shows the sender’s mail ID, the receiver’s mail ID, the date, time & the subject
  • Body – is the message, formal/informal; also contains the complimentary close

EMAIL WRITING – REASONS FOR POPULARITY

  • Fast, cheap, and easy to operate – can be sent instantaneously to as many people as required
  • Captures the spirit of the age – anything that saves time is most welcome in the present age
  • Flexible in tone and style
  • Are legal and valid

GUIDING STEPS TO WRITING AN EMAIL

  • Have a neutral email address that reflects your identity
  • Keep the header short & sweet
  • Avoid an abrupt beginning
  • Use effective subject lines
  • Start courteously with a proper salutation
  • Have a neutral email address that reflects your identity
  • Keep the header short & sweet
  • Avoid an abrupt beginning
  • Use effective subject lines
  • Start courteously with a proper salutation
  • Add a warm up sentence
  • Avoid use of capital letters all through the text
  • Avoid acronyms
  • End carefully with a complimentary close
  • Sign off with your full name
  • Proofread your email for errors in language — vocabulary, grammar & punctuation

EMAIL WRITING — COMMON ETIQUETTE

  • Reply immediately
  • Avoid circulating e mails to everyone
  • Send the copy of a mail only to those who have something to do with it
  • Avoid attaching unnecessary files
  • Answer all queries as exhaustively as possible
  • It strengthens our professional image & adds to the goodwill of the organization we work for
  • Avoid sexist language like ‘man is mortal’
  • Use e mail jargon sparingly
  • Keep your mailbox uncluttered
  • Delete junk mail regularly from the inbox
  • Read & edit your mails

EMAIL WRITING — COMMON PITFALLS

  • Privacy is lost
  • Casualness creeps in – the email writer often forgets the distinction between a formal and an informal mail
  • Ambiguity – no universally accepted conventions in mail writing so people write in whatever way they want – casually, informally, colloquially – hampering the efficacy of the message
  • Virtue is sacrificed to convenience – using short quick and abbreviated versions
  • Abundant unsolicited mails
Advertisement

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s