Key Ways to Make Your Email Communication Effective

Its needless to say that email is one of the major forms of formal communication in the world. It is highly essential to have great email skills. Good email skills could definitely take you a long way.


Following is a simple decoded email guide that could help enhance your skills.

 

Some common ways to address:
 

Dear Ms./Mr./Mrs. XYZ (Name of the person),

If you don’t know the name of the person you are addressing, or if the e-mail addresses a diverse group, try something generic, yet polite:

To whom it may concern,

Dear team OR Dear Members

Hello Everyone

Likewise the closing and Signature of the email is very important. Always sign off with the name at the end of the email. If you are writing a professional mail, it is always good to mention your position.

Thanks and Regards,

Mary Thomas

Sr. Research Associate


Sometimes for your closing, you can just use something brief like: Thank you, Best Wishes, See You, Regards or perhaps your name will do the needful.

For a very formal message, such as a job application, use the kind of closing that you might see in a business letter:

Sincerely, Respectfully etc.
 

 


Example:

To:

Subject:

Dear Madam/Sir

We are writing to you on behalf of XYZ. We are looking Thank you for contacting <Company Name> regarding delivery of your Order Number xxxxxxxxx.

Regrettably, due to certain unforeseen circumstances, we are unable to deliver your order by the expected delivery date i.e. 21 December 2016.  We sincerely apologize for the inconvenience caused due to this.

However, we assure you that this is a sole incident and does not indicate the level of service that we aim to provide to our clients.

Please accept the enclosed Voucher worth Rs. 1000 as a small gesture of goodwill.

Regards,

XYZ

So, the non-negotiables are Subject Line, Greetings and Sign Offs.


 


 

                 Following is an example of very bad email:

Hi Mary,

As per your requirement, we have come up with this abc product. which suites your all the requirement which you asked for.

kindly provide us the opportunity to serve you with our best services.

Looking for the positive from your side.
 

This email has no proper message, no proper punctuation marks, grammatical mistakes are there and there is no signature.

 

Few example:

Informal – Thanks for emailing me on 15th February

Formal – Thank you for your email dated 15th February

Informal – Sorry, I can’t make it to the event.

Formal – I am afraid I will not be able to attend the event.

Informal – Can you…?

Formal – I was wondering if you could….?
 

 


Raba Raza
Raba is a finance and marketing professional with an immense interest in reading. She has a passion for writing and loves trying to put her thoughts into words.

Share the Article :