E-mail is the preferred means of communication in the working world. Discreet and fast, they are mostly informal and employ an easy conversational tone. Virtual assistants are, if not on Skype, always reachable by e-mail.
More people like e-mailing because it is direct, simple, and quick. Best of all, it allows communication with individuals in another time zone. Information can be sent to a person’s electronic mailbox where it’ll be waiting for retrieval when they start the workday.
Much like the traditional letter, an e-mail has a heading, a body, and the closing. The subject line, however, indicates a brief and clear summary of the email’s contents. The body, on the other hand, is made up of short sentences. Long sentences can be confusing and maybe difficult to understand. Short and simple is the best rule of thumb.
It always helps to keep in mind the recipient, the final reader of the e-mail. Will it be a colleague, client, or the boss? Examples of formal opening to an e-mail’s body –
Thank you for your email of January 16…
I was wondering if,,,
Bad grammar is sometimes acceptable to friends and some colleagues. However, if the e-mail is for a client or a manager, grammatical errors and a familiar tone are not suitable.
Close attention to basic grammar, capitalization, and punctuation is needed. Words are chosen carefully; compare these two groups: a) attentive, agreed, pleased; b) impossible, difficult, busy. E-mails received can be learning tools, studied for the language used.
Above all, discretion in the writing of e-mails is necessary. They may reappear in a situation that could compromise a friendship or a deal. As Constance Hale aptly put it, “Be bold. Be fast. Get to the point right away. The best e-mail communication is simple and clear.”