E-Mail is a process of exchanging Messages between two or more people using electronic devices. Earlier people used pigeons to exchange Messages, but as the technology advanced Electronic-Mail (E-Mail) came into existence. The Users and the computers need not be online simultaneously, as they just need to connect typically to a Mail server until it sends or receives the Message. E-Mail played the most important role in creating the Internet. In addition, E-mail is one of the key aspects of Business. Communication. Business E-Mail must be formal. Above all, to write a great E-Mail, you need to avoid mistakes and apply the next level strategy.
Generally, we don’t use E-Mail while communicating with our family or friends and be casual and use short forms. But Business E-Mail is Official Mail and its Formal Mail. We use E-Mail mainly for Business purpose, but wait are you sure that you have enough confidence to write a perfect Business E-Mail to your Boss or Client? Therefore, there are some rules which we need to follow while writing an E-Mail such as:-
1. The Subject is must.
While reading an article the first thing you notice is Title right and that helps you to understand the topic clearly. Similarly, the Subject serves with the same purpose. It is one of the most important things in a Business E-Mail and it gives the receiver of what to expect in it. If you ignore the Subject line, then there are chances that your Mail might be considered unimportant and might be transferred to spam. By adding a Subject line, you will give the receiver a reason to open it because Subject serves as a Title.
2. Start the E-Mail with Greetings
There are a
- Dear First-name Last-name
- Dear Mr./Ms. Last-name
- Dear Mr./Ms. Last-name
- Dear Dr. Last-name
We can use informal Greetings like “Good Morning”, but it totally depends on how Formal is your relationship with the recipient.
3. Be Clear and Accurate with the purpose
No matter what the situation is, always try to define your purpose clearly at the beginning of the Mail. It will help the Receiver to understand the purpose of the Mail. As it’s a Business Mail, be accurate and make sure that the purpose of Mail is understood and appreciated by the receiver.
4. Be specific
Keep your Mails specific and write only the points which is required and divide the body of Mail into paragraphs depending on the Topic. Use Bullet points to make the Topic more specific.
5. Use correct words and tone
The Body of the Mail which you send must be Formal, as it is being sent for an Official purpose. Moreover, do not use short forms like “
6. Keep Privacy
7. Say Thank you
At the bottom of the Mail, always say Thank you as the receiver will appreciate it and subsequently considers replying or showing interest over it.
8. Reread your Mail
Just before sending the Mail, Reread it once and check grammatical errors and spellings or inappropriate use of words and ask some other person to read it before you hence you won’t get the Mail back once you sent it.