One of the most common methods of communication today is via email. It is therefore essential to know how to communicate effectively via email.
- Firstly get the email address correct.
- Avoid the use of all CAPS in writing as this is equivalent to shouting.
- A relevant and informative subject line is a must as 'Hi' or 'Hello' may lead to your email being ignored or ending up in the spam folder.
- Avoid grammatical and spelling errors.
- Organise your sentences logically.
- Limit your message to one screen and use logically organised sentences and paragraphs to make it convenient to read.
- Use bullet points / numbered lists or tables and headings to enable quick and clear reading.
- Give your email a personal touch by using appropriate greeting and closing statements that suit the nature of your message.
- The signature block must contain - your name, company, email address / contact information, fax and digital signature.
- While you may want to send an attachment, avoid unnecessary attachments.
- Avoid sending emails when angry. It is improper to fire a person or discuss conflicts within the company via email. Avoid insulting and insensitive comments. No Smilies :) or acronyms (FYI - for your information) to be used.
- Finally double check the matter before pressing the 'send' button
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