One of the things we use most often to send messages to friends or family is email. But most people do. They repeatedly check their emails, use emails for office work and even use them to open accounts on various websites.
To be sure, the most widely used medium of communication is email (electronic mail). What do you think, it has only reduced the use of letters? No, the use of the telephone has also decreased in many cases. Email is also used to submit your job CV.
What is email?
Email is a digital message. Where instead of using a paper pen you are using a keyboard and phone or computer.
When writing an email address, the custom user name is written first and @ then the domain name.@ example: name@gmail.com.
Many of us don’t know the exact rules of email lake. This is why an email can destroy your company's privacy right away. Instead of success, big disasters can come down.
To: When composing a new email, the word To comes first. All you have to do is enter the email address of the person to whom the email is specified in the To box. In this case, if the recipient is more than one person, then the email address of each of them can be written here. However, if the e-mail is to be sent to a specific person and the news of sending this e-mail is to be communicated to a few more known people, then only the address of the specific or to whom the e-mail is being sent should be entered in To. The rest of the address must be written in CC.
CC: CC means Carbon Copy. If you want to send a copy of an email to someone else at the same time, you need to use CC. In other words, everyone whose email address will be given in CC will get the same email and you will also see who else has been given CC i.e. carbon copy. Everyone will see the address of each person in this email. So it is safe to use CC only to communicate between the organizations themselves, where there is no problem in knowing each other's email addresses.
BCC: BCC means Blind Carbon Copy. Everyone at the BCC email address will receive the same email but will no longer see the person to whom the carbon copy was sent.
Subject: What is the content of the email to be written in the subject box. Many may think that writing a subject is not so important. But you will be surprised to know that many of your important emails sent to corporate organizations are not viewed openly just because you do not write the subject. As soon as an email is received, the recipient's subconscious mind immediately wants to know the content of the email. Then if he doesn't get any subject then subconsciously gets a little annoyed.
Remember, email is not a story-poem that can only be retrieved after reading it in its entirety. So the subject must be written. Write the appropriate and interesting subject line in a maximum of 6-7 words so that the recipient understands the importance of your email as soon as it is received.
Reply and Reply All: Many of us do not understand the difference between Reply and Reply All. Reply and Reply All are not one thing, they are both different and different.
Suppose a number of emails are exchanged in one email thread. Someone CC sent the same email to 15 other people including you. After receiving the email you will only reply to the provider. In this case, you just need to use Reply. If Reply All is used, then everyone attached to this email will get a reply, which may not be necessary. In many cases, getting an unnecessary reply can be annoying to many. So, be sure before replying.
Forward: We forget the most when it comes to forwarding emails. After clicking Forward to forward the last email, all the statements in this email thread move to the forward body. Then you just have to edit and leave out the rest. Not just forwarding. The forward body should write why it is being forwarded anew. It is easier for the recipient to evaluate the email if the subject is written in the sentence just above the newly written body.
Create better effective emails using these techniques:
Don't Overcommunicate by Email: One of the biggest sources of stress at work is the sheer volume of emails that people receive. So, before you begin writing an email, ask yourself: "Is this really necessary?" email is not as secure as you might want it to be, particularly as people may forward emails without thinking to delete the conversation history. So avoid sharing sensitive or personal information in an email, and don't write about anything that you, or the subject of your email, wouldn't like to see plastered on a billboard by your office. Whenever possible, deliver bad news in person. This helps you to communicate with empathy, compassion, and understanding, and to make amends if your message has been taken the wrong way.
Make use of a good subject line: Keep the subject line short. Most email clients only display the first 50 characters, so anything you write beyond this limit doesn't really matter.
Avoid sales language. Also, overly promotional language such as Buy Now, limited time offers, or free can be ignored. Emails that line the subject with these phrases are not read and are often automatically delivered to the spam folder.
Use simple language. Strive for accuracy rather than entertainment. Don't try to jazz up what's in your email message; Tell the reader what to expect when they open the message.
Specify a deadline if applicable. Sometimes a deadline takes precedence over an email. Tell the recipient when your offer expires or when you need an answer as this special offer is only available for one more week.
Put your name in the subject line. When deciding to open an email, most people look at the sender and the subject line. This is especially helpful when the recipient does not know you well.
Use good marketing knowledge. If you’re writing for your business or your employer, think about what your customers want and create a subject line that provides it.
Keep Messages Clear and Brief: Always write e-mail in clean and fluent language. Write the statement you want to express in clear words and sentences. Do not distract the recipient by using difficult words or very long sentences. At the end of the e-mail, you must write two or three words of greetings.
Be Polite: People often think that emails can be less formal than traditional letters. But the messages you send are a reflection of your own professionalism, values, and attention to detail, so a certain level of formality is needed Unless you're on good terms with someone, avoid informal language, slang, jargon, and inappropriate abbreviations. Emoticons can be useful for clarifying your intent, but it's best to use them only with people you know well. So be polite.
Check the Tone: When we meet people face-to-face, we use the other person's body language, vocal tone, and facial expressions to assess how they feel. Email robs us of this information, and this means that we can't tell when people have misunderstood our messages.
Your choice of words, sentence length, punctuation, and capitalization can easily be misinterpreted without visual and auditory cues. so check your tone after writing an email.
Proofreading: Before you click "send," take a moment to review your email for spelling, grammar, and punctuation mistakes. Your email messages are as much a part of your professional image as the clothes you wear, so it looks bad to send out a message that contains typos.
Make sure your email is long. If it is long, try to shorten the email as much as possible.
Add your closing remarks: Before you end your email, it’s polite to thank your reader one more time and add some polite closing remarks. You might start with “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”.
End with a closing: The last step is to include an appropriate closing with your name. “Best regards”, “Sincerely”, and “Thank you” are all professional. Avoid closings such as “Best wishes” or “Cheers” unless you are good friends with the reader. Finally, before you hit the send button, review and spell check your email one more time to make sure it’s truly perfect!
There are numerous etiquettes in email writing. We unknowingly send forgotten emails and wait for the reply. But the answer never comes. So it is important to learn first. If you follow the post above and write an email, your email will be clear and effective.