Writing An Effective Email
Posted by Planet Malaysia on September 21, 2007
Everyone know how to write an email? But does anyone know how to write an effective[/tag] or good email? Personally, I don’t think I can write a good email. So how to write an effective email?
Below just to share about what I learn from the training recently.
Write an email with 5 elements of styles:
- Sincerity
- Simplicity
- Clarity
- Coherence
- Courtesy
Basic Email Rules:
- E mail only to those who have an interest in the subject matter.
- M make sure you respond promptly.
- A always check your content, grammar or spelling before sending.
- I include your relevant contact in your email.
- L learn to restrict to business mail during office hours.
Email Courtesies:
- Always ensure there is a heading or title for your email
- The message should not exceed 2 full screens
- Do not allow message to ‘sit’ for more than 24 hours(draft)
- Use ‘auto reply’ when out of office.
- Do not mix business email & personal email.
- Write your email in the utmost courteous manner.
- Avoid typing your message fully in capital letters.
- Do not use ‘SMS’ format.
- Be aware of your punctuation marks, especially the exclamation mark.
Try to use the words like:
- Dear John, Dear Mr/Mrs/Ms
- Thanks you for your email …
- We are able to confirm that …
- Please find attached my report …
- Could you please give …
- I wonder if you could …
- Do you think I could have …
- I am writing with regard to …
- I would like to know …
- etc …
Hope this can help!
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Comments
4 Responses to “Writing An Effective Email”
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By the way, what is a ‘capitol’ letter?
Perhaps you mean a CAPITAL letter?
Otherwise quite a useful post.
An email should be clear, concise, well written, properly spelled and be grammatically correct. Abbreviations should not be used, except for accepted ones for weights and measures, currencies, ampersand, & etc.
If not email can be a confusing and as ambiguous as many SMS are.
Correction done. Thanks.
how to write this sentence ” Please find attached a copy of my “Re-entry permit certificate” & “Entry Permit stamped on passport” .
Next week 24th only i have to collect my singapore NRIC ,once i got i’ll forward to you “
Try to have sample emails that is perfectly right and a wrong one so that we can clearly understand the difference and avoid them