| Today email is primary medium of communication for | | | | or Hi (Mr.Lastname) or Dear (Firstname) or Dear |
| most of us. Whether it is business or personal, | | | | (Mr.Lastname) for addressing the person reading your |
| communicating via email is both effective and also | | | | email depending upon how well you know. For |
| efficient. Email is used for wide variety of purposes | | | | business purposes, keep it professional, by using Hi or |
| like communicating with your office colleagues, with | | | | Dear (Mr.Lastname). Provide the links where |
| your friends, with your business partners, customers, | | | | appropriate so that the user can click those links to |
| sending out e-newsletters, business magazines, etc. | | | | read and learn more. Do not write long emails as |
| Most of the time we do not give much importance | | | | readers will most probably don’t like to read long |
| to email etiquette which is very important to build the | | | | emails. Try not to put any graphics in the body of |
| lasting relationship with others. | | | | the email as some email providers on the |
| Here are few tips for effective email | | | | reader’s computer do not support embedding |
| communication: | | | | graphic images with in the email. Once you are done |
| 1. Write in a good mood: First and foremost thing you | | | | writing the email, re-read it and check for grammar |
| need to keep in mind is never write an email when | | | | and spelling mistake. Use a spell checker, if needed. |
| you are angry, frustrated or in bad mood. Writing or | | | | Most of time, it is built in the email software you use. |
| replying a mail when you are in this mood will not help | | | | 4. Attachments:Most of the organizations have some |
| you to respond rightly but also reflect this in your | | | | limit on the size of the attachments as this will eat up |
| email from your words. This will cause the reader | | | | their email server space. So ensure you do not send |
| to have a bad impression of you. Always write or | | | | big attachments and if possible use some file |
| reply to a email when you are good mood, this will | | | | compression software like Winzip to compress the |
| stimulate your brain to think right and efficient. | | | | files on your computer before attaching them to |
| 2. Use the right Subject line: Always use the relevant | | | | your emails. Also some organizations do not allow |
| subject line for your email. Never use a subject like | | | | some kind of attachments due to fear of viruses. So, |
| ‘Hi’, ‘Hello’ or other general words | | | | in addition to compressed files, it is a good idea to |
| which does not convey the essence of your mail in | | | | provide them a link to download them in case the |
| few simple words. Also do not send a mail with no | | | | email software strips the attachments you have sent. |
| subject as this will not give any idea of your mail to | | | | Ensure you do not upload any viruses via |
| the reader and he needs to open it to find the | | | | attachments. |
| contents of it. This will not only wastes his time but | | | | 5. Signature: Your signature represents you and/or |
| also sometimes annoys him. Use only few words as | | | | your organization. So, keep it that way. Under your |
| subject relevant to your email purpose from which | | | | name, write your position in your organization, so |
| the user must get a little idea of what the mail is | | | | that the reader knows with whom he is |
| about and its priority. | | | | communicating with. Provide your contact details, if |
| 3. Body or Content: Ensure the content is relevant, | | | | needed. Also provide your email address in the |
| straight forward and simple. Use right salutation for | | | | signature as it is not possible sometimes to find your |
| addressing your readers. You may use Hi (Firstname) | | | | email address from the address you have sent. |