E-mail is electronic correspondence (written communication). The e-mail phenomenon has expanded tremendously over the last 20 years. Twenty years ago, they were unheard of in common society. Back then, we trusted faxes, courier services, and calls. Today, e-mail is used in both business and social settings.
As well as cc, today’s generation uses texting, instant messages, and electronic discussion boards to communicate socially. Because these quick kinds of communication are utilized so often, it is possible to let their informalities bleed over into to business correspondence. Below are a few suggestions to help with composing and answering e-mail messages.
Composing – Content. When composing messages, you should answer four questions:
1. Exactly why are you writing?
2. Who is the viewers?
3. What would you like these to do?
4. Why should they are doing it?
These questions are the basic framework of the message. When answering these questions, be mindful that your particular audience may have a limited period of time to pay attention to your e-mail. It is essential to keep your answers short and sweet. Please keep in mind that your audience cannot hear or view you; therefore, try to use plain language as well as a natural tone.
Carbon Copy (Cc) and Blind Carbon Copy (Bcc) – The phrase “carbon copy” originates from the process utilized to make multiple copies of any letter before word processors, copiers, and scanners. Multiple copies of the letter were made by placing a slip of carbon paper between two or more slips of typing paper and rolling them right into a typewriter.
Carbon copy can be used when you want to tell someone of their pending involvement in a matter. Carbon copy can also be as “for the information only (f.y.i.)” purposes. Blind carbon copy is equivalent to carbon copy except the recipients — both the people you might be writing to and the people copied — cannot see who is being blindly copied. Blind carbon copy needs to be used in your own discretion.
Format – One way to be mindful of your audience’s time is to avoid large blocks of text. Use bullets, or if you want to show chronology or hierarchy, use numbers. The rule of thumb is — for listing of three or maybe more items, list them in a column.
Appearance – Bold, underline, and italics are effect methods to emphasize headers and important points. Be careful not to overemphasize; apply just one format at the same time. Grouping small sets of text together are also effective in relaying lots of information. Stay away from non-traditional colors and font type. They may be difficult to read also ruzorl considered unprofessional in many business settings.
Responding – Before answering messages it is important to consider when you ought to and the way to respond. Only react to an e-mail as needed. Remember reply only to the sender; stay away from the “reply all” feature unless all parties are directly working in the immediate matter. When forwarding messages make sure you (a) announce the content and (b) edit the forwarded message. Always preface the forwarded message with your personal personal message. Also, you may find it required to edit the content of the forwarded message(s) to fit the style from the intended audience.
Review – When composing e-mail it’s essential to remember (a) why you’re writing, (b) who you’re writing to, (c) what you’re desire them to do, and (d) why they ought to practice it. Make sure your e-mail’s appearance and format are easy to read. Only copy those that ought to be copied, and respond when needed.