Tips For Composing Better E-Mail

[SpearMan]

As I should assume that most of us are been very much familiar about internet and especially the term E-mail. We do know that how to compose an E-mail and many of us also know as how to compose creative e-mail.

When we generally e-mail each other, we actually forget that there is a normal user at the other end, and not a geniuos machine to understand each and every shortcut or code words. Many people that because they been not connecting directly with another person, any type basics and ethics for the other user is not concerned.

Don’t you think that every person who is receiving your e-mail in his account has to agree on certain rules as how to compose an email. There are some proffessional rules and regulations which are expected in e-mail. Here are few tips to keep in mind while professional e-mail composing is concerned:

[SpearMan]

• Tip 1:

Try to be informal, but not sloppy. Your friends may generally accept abbreviations in e-mail, but during communication with othre users, you should use standard writing protocol rules. Your e-mail pose a reflection of you and your company, so traditional spelling, grammar, and punctuation rules should be applied.

• Tip 2:

Create email brief and upto the point. As your composing in a grammatically accurate, it does not tends that it should be large one. More frustrating thing is wading in an e-mail message that is two times long as it should be. Stick to one subject or message as per it is possible.

• Tip 3:

Always Make Use of sentence case. Applying all alphabets and words in capslock makes an impression that you are trying to shout. Also all lowercase letters makes a lazy impact. For better impact, make use of symbols such as asterisk or bold format in order to insert more emphasizes on important words. Avoid usage of more of colors or graphics to be embedded in your message, because very less people uses e-mail program that are to be displayed to them.

• Tip 4:

Make a habit of using blank copy and courtesy copy simultaneouly. Avoid using BCC in order to keep other user from viewing who you copied from; it inserts confidence as you directly CC any user receiving a that email copy. Try not using BCC, as it will affect while sending a large distribution list, so recipients will not have to view a long list of names. Use cautions while using CC; maximum usage simply clutters inboxes. Copy only user who are mainly involved.

• Tip 5:

Avoid using e-mail for excuses in order to avoid personal contact. Mention the value of face to face or even voice communication. E-mail communication are not appropriate while sending confusing or emotional messages. Avoid using e-mail for avoiding uncomfortable cases or to patch up some mistakes.

• Tip 6:

Always keep in mind that emails are not private. I have noticed people being fired for using e-mail for inappropriate purposes. E-mail should be considered to be a part of company property and thus should be retrieved, examined, and used as per court of law. Avoid an e-mail message that you should not put on a postcard. Always remember that e-mail have the property of forwarding, so unauthorised audiences can view what you have written.

• Tip 7:

Be generous with group e-mails. Try to send group e-mail when necessary for every recipient. Also use reply all option when you are compiling results as per required input and if you have something to add in it. Recipients get frustrated while opening an e-mail which prompts “Me too!”

• Tip 8:

Make a proper use of the subject field in order to direct content and purpose of emailing. Avoid using Hi or From XYZ. Also try to agree on acronyms which are used quickly to identify certain actions. It’s also a good habit to include the term “Long” in the subject field, if required, so that the other user get to know the message will take a bit of time to go through.

[SpearMan]

• Tip 9:

Avoid sending chained alphabets, virus warnings, or junk mails. Cross check a reputable antivirus Web site or your IT department before sending out an alarm regarding email. If a regular habit of jokes from a known user disturbs you, clarify him and you can remove the user from the list.

• Tip 10

Ensure that your mood cannot be recognised from an e-mail. E-mail communication will not convey the conditions of verbal communication. In an attempt to add expression of voice, people try express their emotions, but use it as a weapon which is truely unprofessional. Also, keep in mind that a smiley will not make a difficult message easy one.

• Tip 11:

Apply signature which includes contact information. Make sure that people know you, including a signature which has your contact information, also includes mail address, Web site, and if phone number.

LIST][*]Tip 12[/LIST]
Explain long discussions. Going through replies in order to understand a discussion is frustrating. Avoid forwarding a message string, take a minute to summarize for your reader. Some words of caution:

1. If you are forwarding or reposting a message you’ve received, do not change the wording.
2. If you want to repost to a group a message that you received individually, ask the author for permission first.
3. Give proper attribution.

• Tip 13:

Avoid attaching not so required files. By replying huge attachments may frustrate users and even bring down their e-mail system. Wherever possible try to compress attachments and only send attachments when they are productive. Moreover, you need to have a good virus scanner in place since your customers will not be very happy if you send them documents full of viruses!

• Tip 14:

Do not request delivery and read receipts. This will almost always annoy your recipient before he or she has even read your message. Besides, it usually does not work anyway since the recipient could have blocked that function, or his/her software might not support it, so what is the use of using it? If you want to know whether an email was received it is better to ask the recipient to let you know if it was received.

• Tip 15:

Avoid using URGENT and IMPORTANT. Even more so than the high-priority option, you must at all times try to avoid these types of words in an email or subject line. Only use this if it is a really, really urgent or important message.

[SpearMan]

Do keep all this points in mind while composing a friendly or professional email. Share it with friends or discuss with everyone. Please provide some views regarding this