How to Write an Effective Email

How to Write an Effective Email

Nowadays, without a doubt, that electronic mail, email, is the easiest mechanism when it comes to contacting a person, but there are some points that need to be remembered when writing a message. If you've been without receiving replies or received information about something that you did not ask, it is about time for you to read this.

Emails are like essays that must have a beginning, middle and end, even if they are small or have very few lines. These precautions should be observed at the time of writing an email, it is through the effectiveness of your text that you get the right answer in the first contact. We also consider a text grammatically correct and in this case, using the spell checker might be valuable.

Let's see what can be done in this direction, both in the corporate field as in private email, as the rules are very similar:

• Recipient(s):


For the "To" - The recipient should generally be the one who sent the message, but there are cases where the response should be sent to someone else being copied on the message you received. Copy or not the person who originally sent you the message is a question of context.

With the CC (Carbon Copy - Cc) - Used in general for group discussions or solicitation of opinion that must be answered to the person who sent the message with a copy to the other.

With the BCC (Blind Carbon Copy - Bcc) - In private emails should be careful when it comes to games or similar messages, in which case it is okay to send to our friends always Bcc so as to protect them from receive other emails from others who know you and even sometimes with inappropriate content.

Another important fact is that these messages end up landing in the hands of sellers who use the computer network and that will send messages with great frequency. In the corporate side the Bcc is used when we want only that a person or group of people are cognizant of a situation without the others are aware of this fact. Its use should be in any way an ethical and appropriate for your situation.

• Subject:


Do not tell the whole objective in this field, it should be a summary only and should be between 6 and 8 words. If you schedule a meeting whose agenda is already known, in this case, this field may be the invitation itself with no need to write in the message body will follow blank.

• One topic per message:


Do not mix the issues in the same message, each subject must be treated in a message to maintain consistency, focus and prioritization. Otherwise you may receive a response to something that will only happen in a month and what will happen tomorrow is unresponsive.

• Cut to the chase:


Even if you have the beginning, middle and end, do not write a lot, because you run the risk of not being read. Remember that we are in the age of communication but we communicate less and less or in lower quality and with so many messages received your reader may not have enough time to read yours.

Be brief and concise and try to make it so that it fills the screen. Allow to tell the story personally.

• Give choices when you want to be objective:


Do not waste the time explaining what it is not necessary and it is a matter of giving options to choose from, make it clear for your reader.

• Identify yourself:


For the first contact is important a brief presentation will be brief because your reader does not want to read your autobiography. If your recipient already knows no need for presentations. It's worth having it at the bottom of your message only
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• Re-read your text before submitting it:


When it comes to controversial issues caution should be redoubled. Phrases well placed, with logic and structure and your text will be appreciated by your reader. Appropriate treatments, forms of courtesy well presented, but remember that sometimes all you need to be written is "Approved" or "Please send the next messages on this subject for so and so" so do not miss  explaining " Whys". Beware paragraphs repeated, but written differently (ambiguous texts).

Use underline when you need to highlight a date, an important word or a name, but do not overdo the use.

Use bold enough when you want to call attention to a fact but remember that depending on the context it will be understood as if you were "talking" loudly and sharply. The same happens with a word written in CAPITAL LETTERS.

Certainly, if all is well, underlined and bold will be perceived as a simple warning signs.

With so many messages in our mailbox must be remembered that, occasionally, our reader can not fail to read them or give it the priority you want. Make it clear in your message that the expected response with respect to the deadline and if not received in time, because sometimes the messages may not arrive.

Communicate well!

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