Nowadays, many people prefer writing e-mails to letters, especially for younger generations. However you may find that sometimes it is not easy to write an e-mail properly so as to exactly relay the massage you really want to express. Here are a few tips for you to follow when you intend to make your e-mail as easily understood as possible.
1. Choose an appropriate subject line.
The subject line is very important, because it could let the recipient know what your email is meant for at once. Therefore, you should keep the subject to be specific and concise as possible. Remember to reword your subject line if you have already got some replies from the recipient or changed for another topic.
2. Pay attention to your greeting.
Sometimes it is difficult to do with greetings, especially when you are not certain about how to address your recipient. So you are kindly suggested to be more formal instead of being than informal. For example, if you like to write to someone you have never met previously, you had better go for “Dear Jane Smith”. If you are somehow familiar with the recipient, a “Dr. Smith” will do until you are told to address them by the first name, in this case, just call her “Jane”. That will be okay. If possible, try to avoid addressing her as “Dear Jane” in an e-mail, which could cause her feel uncomfortable, because she would think it would be stuffy.
3. Make your purpose clear at the beginning.
When you write an e-mail, you should make your purpose clear within the first two sentences. So your recipient would be aware of the reason why you do with your e-mail. Sometimes you had better to have an introduction, then followed by the sentence which demonstrates your purpose of writing the e-mail.
4. Try to apply appropriate language.
If you are used to some informal language and abbreviations in some social settings, for example, “LOL” and “BRB”, when you write to close friends or family by e-mails, you should remember to avoid using them in your formal e-mails. Even writing to your colleagues or friends, you should intend to be formal so as to keep away unnecessary mistakes. You are strongly advised to never use informal language or emoticons such as , better known as the “smiley.” In the e-mails to the people you are not quite familiar with.
5. Go for the simple.
As people could have received so many emails a day, you should try your efforts to keep your email as concise and short as possible to save their time as well as communicate with them much better and more efficiently.
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