. This helps the recipient to decide whether to o pen, forward, file, or trash a message. So make sure:
The Subject clearly summarizes your e-mail’s intentions
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Keep it short - you never know how wide the text display on the person's email reader is - long subject lines will get truncated.
Don't ever send an email with an empty subject line.
Don't have the subject as "Hi" or "Hello there" unless the purpose of your email is to simply say hello. If your reply is not relevant at all to the subject line, start a new thread with a fresh subject line which more accurately reflects the e- mail’s actual contents. 2
If it is the first time you are emailing somebody, "Hi (name)," should be preferred. Using "Dear (name)," is too stuffy and awkward.
Frequently, titles are different for men and women, and you may not be able to tell which you are addressing. The family name is first in some cultures and last in others. Honorifics may vary based on status or age. Make sure you have got all this right before you proceed with the email. E.g.: It is safer to use "Ms." instead of "Miss" or "Mrs." unless you know the preference of the woman in question.
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To make your email easy to read :Consider breaking up paragraphs to only a few sentences a piece. That way the readers can easily see new paragraphs as they end and begin. They don't have to scroll. Long sentences are not appropriate fo r most e-mail, especially business e-mail. Keep your sentences to a maximum of 12-15 words. - A good rule of thumb is to keep everything on one "page" or one "screen." In most cases this means about 20-30 lines. between each paragraph.
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Don't bury a key piece of information in a large paragraph and expect a busy person to extract it upon first reading. The larger the paragraph (and the more paragraphs there are), the more likely are the chances of the reader missing a particular point you are trying to make.
After you've made your main point, the rest of the sentences in your email should provide additional supporting information.
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Often recipients only read partway through a long message, hit "reply" as soon as they have something to contribute, and forget to keep reading. This is part of human nature. that are only loosely related, in order to avoid the risk that your reader will reply only to the first item that grabs his or her fancy, you could to ensure they are all read.
. E.g.: "Please let me know what appointment times work best for you." or "I look forward to seeing you tomorrow at 1pm in my office."
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:. E.g.:
(a) etc. . E.g.: IIRC for "if I recall correctly", BTW for “by the (b) way”, LOL for "laughing out loud," etc. (c) (like that found in instant messaging or chat rooms). E.g.: gimme (give me), tht (that), dificlt (difficult), vil (will), etc. These linguistic shortcuts are generally signs of friendly intimacy so are not considered appropriate for business e-mails. . Regardless of your intentions, people will interpret this as your being aggressive. Try to use the active voice of a verb wherever possible. For instance, 'We will take care of your request today', sounds better than 'Your request will be taken care of today'. 7
Poor spelling and grammar show a lack of wrong message about yourself and how you do business.
and sends the
By reading your e-mail over before you send it you can catch and correct all sorts of mistakes before they get to the recipient and possibly create a bad impression or put you and/or your company in hot water.
Spell checker won't catch every mistake, at the very least it will catch a few typos.
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Usually it is implied that if you have included someone in the then he/she is an intended recipient and should reply if required.
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If someone is in the , then the email is merely an FYI ('for your information') for him/her, and he/she is not expected to reply.
If you want a particular person to reply to a specific part of your email, make that clear (e.g., "Sarah, could you forward me last week's budget?"), or if you want everyone to reply, you can say something like "I would appreciate everyone's feedback about my ideas." When
an email has more than one recipient, there is the danger of nobody replying because everyone thinks that someone else has already replied. That is why " might be a good idea to show that you have already replied so that somebody else does not later duplicate the information you have just provided. 9
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THANK YOU
