How to Write a Official E-Mail

How to Write a Official E-Mail, the E-Mail Etiquette are highly essential for all of us in order to enable the addressed person understand us properly, understand the requirement, avoid spamming & avoid consuming IT infrastructure of the organisation.

Please do go through the following basic e-mail etiquette. All of us need to observe the etiquette and guide other team members also in this direction.

1. Flow of the mail
Start the mail with courtesy like “Dear ____”, “Hi _____” etc. based on your relationship with the recipient of the mail. Give the background of the context in a paragraph. Close the mail with a conclusion, use “Regards and/or Thanks” at the end, after that place your signature with your identity and contact details at the end of the mail.

2. Use a meaningful subject.
Use a subject that is meaningful to the recipient as well as yourself.

3. Be concise and to the point.
Do not make an e-mail longer than it needs to be. Reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read.

4. Do not overuse Reply to All.
Send or Reply only to the person (s) for whom the content of the mail is of actual use. Don’t use “Reply All” when your response is not required for every person who has got the original mail. More the number of recipients, more of infrastructure is consumed, more junk is your mail.

5. Group Mailing
Many people have habit of sending a mail to large number of recipients whether or not it is actually needed. Avoid sending mails to group IDs if it is not meant for all the members of the group you are sending the mail. Send the mail only to the person from whom you expect resolution/response. Don’t send your mail to large number of persons who are not required.

6. Do not attach unnecessary files.
By sending large attachments you can annoy customers and even bring down the e-mail system. Wherever possible try to compress attachments and only send attachments when they
are productive.

7. Use proper spelling, grammar & punctuation.
This is not only important because improper spelling, grammar and punctuation give a bad impression, it is also important for conveying the message properly. E-mails with no full stops or commas are difficult to read and can sometimes even change the meaning of the text. Use spell check before sending the mail

8. Font of the Mail.
IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly annoying and might trigger an unwanted response in the form of a flame mail. Typing your emails in all small case gives the perception of laziness. So, use sentence cases wherever CAPITAL and wherever small letter is required. The ideal font colour is black or blue and the font size 12 which makes your mail properly readable.

9. Use proper structure & layout.
Since reading from a screen is more difficult than reading from paper, the structure and lay out is very important for e-mail messages. Use short paragraphs and blank lines between each paragraph. When making points, number them or mark each point as separate to keep the overview.

10. Don’t overuse the high priority option.
We all know the story of the boy who cried wolf. If you overuse the high priority option, it will lose its function when you really need it. Moreover, even if a mail has high priority, your message will come across as slightly aggressive if you flag it as ‘high priority’.

11. Don’t leave out the message thread.
When you reply to an email, you must include the original mail in your reply, in other words click ‘Reply’, instead of ‘New Mail’. A ‘threadless email’ will not provide enough information and recipient you will have to spend a frustratingly long time to find out the context of the email in order to deal with it.

12. Take care with abbreviations and emoticons.
In business emails, don’t use abbreviations such as BTW (by the way) and LOL (laugh out loud). The recipient might not be aware of the meanings of the abbreviations and in business emails these are generally not appropriate. The same goes for emoticons, such as the smiley :-).

13. Do not forward chain mails.
Do not forward chain mails which doesn’t have any connection with the business of the organisation. We can safely say that all of them are hoaxes.

14. Do not use email to discuss confidential information.
Sending an email is like sending a postcard. If you don’t want your email to be displayed on a bulletin board, don’t send it. Moreover, never make any libelous, sexist or racially discriminating comments in emails, even if they are meant to be a joke.

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