Email writing is very critical in term of business, we should be very careful about it specially if we are writing in group or to the customer.
I welcome all of you please guide us by putting valuable comment.
Regards,
Gunjan
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The following points must be taken care of at the time when your are writing a business mail:
1: We must have a very clear vision about the recipients of the mail.You must have clear separation about recipients while putting them down in To, CC, and BCC. To field should be entitled with those recipients who are supposed to be having main concern with the content of this mail. CC should be having names of those recipients who are supposed to have a knowledge about the transaction of this mail. BCC has those recipients who are not supposed to be put in acknowledge of TO,CC and BCC recipients. They are hidden parameters if I say in other words.
2: The subject of mail should evince the content of the mail. The recipient should get an idea about the mail just looking the subject of mail.
3: The content of mail should be very specific to the purpose for that it has been jotted down. It should addresses each and every point in very concise manner. One should always avoid using extra words.
4: A writer of the mail should always know that whom he is writing so that mail has been written in proper business etiquettes.
5: Last but not the least, one should always use thanks and regards at the end of mail with one's signature. In some countries, in particular European countries, might take it as wrong manner.
I'm it from my side but I would like to see more on this.
Shekhar mentioned good points about "how to write a mail". I would like to add one more dimension to it which is also very necessary "When to write an email". Obviously I am talking about official mails as when to write a personal email is completely ur choice. So lets see different scenarios when one should opt for writing an email :-
a) After Meeting with client ( Or with team):- When you are out of the meeting and in discussion, things have changed as per the discussion . So write a mail back to client ( or team ) as what has been agreed upon so that later there is no confusion or blame trading.
b) To have a proof :- If for something u dont agree but your boss or teammates want the job to be done in different way, take the orders in written.
c)For any time bound task :- Dont forget to mail for any time bound task for ex resignation :) ( To count notice period) .Also whenever u mention in how many days u expect a task to finish, also put a date when u expect to finish it so that later is no confusion later regarding leaves etc.
These are the thoughts coming to my mind at this moment. So lets c more mails in flow ...
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