Writing email properly and correctly is important, it is because email is one of the facilities to communicate that is widely used today.
The advantage of email is that we do not have to exist at the same time as the other person when communicating. The problem is when sending email sometimes people misunderstand the actual intent of the email.
According to a recent study from Sendmail.com it was found that 64% of people who send and receive emails lead to misunderstandings and unintentional confusion. This is because the number of emails that we send and receive.
It’s important to write the email properly and correctly. Writing a good and correct email will reduce your time in reading emails and responding to emails faster.
Many say that writing is a skill and like other skills it takes practice.
So how to write email properly and correctly?
Stages in Writing Emails Well and True
Before going into discussion on this matter, make sure in advance that you already have an email. This tutorial uses the gmail email interface , so for other email users like yahoo or outlook , it looks a little different.
Do not worry, the essence of email writing remains the same, regardless of which email service you use.
Learn To Whom You Will Email
When you want to send an email, the first thing you should know is the recipient’s email address. Without knowing the recipient’s email address you can not send an email to that person.
Look at the picture below:
The To line is filled with the recipient’s primary email address. Next on the Cc line is filled with the email address of the copy / email recipient (this section may not be filled if you do not want others to receive the email) and on the Bcc line the same as the Cc line, you are not required to fill this line.
Write Subject Email
After you write the recipient’s email address, the next step is to write the Subject / Title of the email you want to send. Write the Subject / Title of the email in accordance with the purpose of sending email.
It can be seen that the picture above is an example of an invitation to attend a seminar. In the first picture the email title looks vague (not written seminar what is meant). While in the second picture, the title looks more complete and clear (there is the name of the seminar event in question).
Write the Greeting Opener
As one of the ethics in sending email, it’s good email that you will send begins with greetings opener. The opening greeting does not have to be formal, it depends on the recipient of the email.
Examples of formal opening greetings
Mr / Mrs x
If you have a good relationship with an email recipient then you can write an informal opening greeting like “Dear MIda” or “Good Morning / Afternoon / Evening”.
Write down Goals
Good email always has a clear purpose. When you want to write an email, think for a moment and ask yourself, “Why am I sending this email?”. If you can not answer this question, you should not send an email.
Then ask yourself; “Is this email important?”. Send an email about something important to show courtesy to the recipient of the email. If you have determined your destination, write it on the body email in brief, solid and clear.
Here is an example of email delivery that aims for corporate co-operation:
Write the Conclusion
At the end you can write a closing greeting like, “Yours”, “Regards”, depending on the situation.
Here’s an example of a formal cover:
Many People often think that email looks less formal than traditional mail. But the message you send is a reflection of yourself, so it takes a certain level of formality depending on the recipient of the email.
If you get in touch with email recipients, you can use informal Languages and common abbreviations. And vice versa if you want to send an email to someone who has not known well use formal language.
The recipient may decide to print the email and share it with others, so being polite in emailing is important.
Correction of Writing
Before you hit the “send” button, take a moment to revisit your email because spelling, grammar, and punctuation errors occur at the time of writing. Your email message reflects your image, so you may look bad if you send a message that contains a typo.
As you correct, pay close attention to the length of your email. People are more likely to read short emails than long and long-winded, so make sure to write your emails as short as possible, without excluding the information you want to convey.
Remember that the email you send is a reflection of yourself. So write the email briefly, dense and clear, then imagine how others can interpret the tone of your message. Be polite and always correct what you have written before clicking the “send” button.
That’s how to write an email properly and correctly, if anyone wants to ask do not hesitate to ask.