Sunday 8 March 2015

The Body of an E-mail


In my personal opinion the body provides detailed information about the reason for writing. The body paragraphs should be kept simple, short, only include the necessary information. If you need to give a lot of information then break the information into multiple paragraphs. In addition to that, consider using bullet points, numbered list, table, and charts where possible. Graphical elements like these enhance readability much more than plain blogs of texts.

Using bold, italics and underline are also a good way to bring the recipient's attention to the most important sections of the email. Use of proper bold, italics and underline formatting will allow yours recipients to understand the main message of your email by just scanning it, which is very useful if they are busy and do not have time to read the full text. E-mails should cover just one topic, and the total message should be kept under three screens in length. (Guffey et al., p. 151)


E-mail address

 Business E-mails addresses should appear professional. You can use the addresses that show your skills or are related to your job and career. Examples of good email are John.Smith@example.com, Shaikh.Programmer@microtec.com etc. Bad email addresses are those where the person uses their nick name or try to be funny. It is okay within friend circles but should never be used for business purposes or with your professional contacts.

Do you use bold or other formatting in your email? For what purpose have you used them? Do you usually include charts and tables directly within emails or send the as attachments?

References


Guffey, M.E., Loewy, D., Rhodes, k., & Rogin, P.(2013). Business Communication Process & Product (4th Brief Canadian Edition ed.). Toronto, Ontario, Canada: Nelson Education Ltd.






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