CHAPTER 6

FUNDAMENTALS OF E-MAIL COMMUNICATION

I. Introduction

E-mails are used to educate, nurture, and convert subscribers to customers of businesses
that they should be convincing enough to the readers.

II. Guidelines to Effective E-Mail Communication

1. Don't overcommunicate by E-mail

Make your message very simple and short so as not to give stress to your receiver.
Moreover, message through the e-mail is not secured as people might delete it.

2. Make good use of Subject Lines

The subject line provides the main message of the e-mail so as to save the time of the
reader.

3. Keep messages clear and brief

Keep your sentences short and to the point. The body should be direct, informative, and
contained pertinent information only. Write a separate e-mail for each person for clearer message
and for easy to reply. Below is a good example:

Subject: Revisions for Sales Report

Hi Jackie,

Thanks for sending that report last week. I read it yesterday, and I feel that Chapter 2 needs more
specific information about our sales figures.

I also felt that the tone could be more formal.

Could you amend it with these comments in mind?

Thanks for your hard work on this!

4. Be polite
 The message you send is a reflection of your professionalism, values, and level of
formality. Close your message with polite and soothing words such as “Regards”, “Take
care!”, “God bless!”, and other comforting words.

5. Check the Tone

Check your choice of words, sentence length, punctuation, and capitalization as they
affect interpretation of your message.

6. Proofreading

Proofread your message for spelling, grammar, and punctuation mistakes as they are
parts of your professional image. Moreover, look into the length of your message as people
prefer to read short messages only.

III. Writing Professional E-Mail

The following are guides in writing a successful and meaningful professional email:

1. Start with a meaningful subject line

The subject line should be short and sweet but within your purpose. It should
summarize the reason for contacting the receiver.

2. Address the receiver appropriately

Don’t use casual language such as “Hey” or formal one such as “Dear”. It
could be simply “Hi” or “Hello”.

3. Keep the email concise and to the point

Keep in mind that everybody is busy, just like you.

4. Make it easy to read

Add indention or space between paragraphs for easy reading. Place the
most important information at the beginning for easy recognition.

5. Do not use slang

Avoid using slang or emojis, instead use a certain level of formal

language. Choose simple typeface and avoid too many colors.
 6. Be kind and thankful

Keep in mind that the receiver will do you a favor, although the person is
very busy but will just take time out of his day.

7. Be charismatic

Don’t be dramatic or silly but appear to stand out by displaying your

personality.

8. Bring up points in your previous conversation

Talk about something to help the receiver remember your past message in
connection to your present message.

9. Re-read the email

Read back your message for grammatical errors before you send it.

10. Use an appropriate signature

It is better to include your name at the end or you may add e-signature.

(https://www.rit.edu/behindthebricks/content/10-tips-writing-professional-emails)

IV. Improving E-Mail Writing Style

1. Be precise

Be specific in what you are talking about.

2. Optimize your subject line

Make use of the subject line.

3. Be formal when appropriate

Include your contact nos. and signature.

4. Get help, if you need it.

Use available online tools to improve your writing talents.

5. Edit and proofread.

 Edit and proofread to make sure that your message makes sense and free from
errors in spelling, punctuation marks, tenses, and sentence structure.

6. Be consistent

All your writings should be the same in quality and style.

7. Manners cost nothing

Be polite by using respectful expressions like “please”, “thank you”, etc.

8. Find your voice

Read your emails several times before sending to make sure you are expressing in
the manner you want.

(https://www.microsoft.com/en-us/microsoft-365/business-insights-ideas/resources/improve-
email-writing-skills)

V. E-Mail Etiquettes

The following are rules for email etiquette:

1. Use a clear, professional subject line

For a very busy person, the subject line will make it easier for the
receiver to know your message.

2. Proofread every email you send

There should be no grammatical or professional errors, no misspelled

words, especially the name of the receiver, poor sentence structures, and
incorrect capitalization and punctuation so as to protect the credibility of your
message.

3. Write your email before entering the recipient email address

The best practice is to write the contents of your email first in case as
you may accidentally send the message too early.

4.Double check that you have the correct recipient

It is worst to send your message to the wrong person.

5. Ensure that your CC (carbon copies) are all relevant recipients

 Be mindful of those who should be informed of your message as it is
unprofessional to leave out a colleague or client from a relevant email chain as a
respect.

6 .You don't always have to "reply all".

Reply only to those people to whom replies are necessary.

7.Reply to your emails

If you are busy, reply to your emails a little bit later rather than ignoring
them for professionalism.

8.Include a signature block

Include your full name, title, company name, and contact number, if the
receiver does not know anything about you, for professionalism.

9. Use the appropriate level of formality

Start with “Dear …..” or “Please…..” or Thank you….., and end with
“Kind regards” or “Thank you” or Sincerely”, if necessary for formality.

10. Keep emails brief and to the point

You may suggest that the receiver follow up or give you a call for any
questions or concerns.

(https://www.lawsociety.com.au/resources/resources/career-hub/10-rules-email-etiquette)