What is Email or Electronic mail?
E-mail is the exchange of computer-stored messages by telecommunication. E-mail messages are usually encoded in ASCII text. However, you can also send non-text files, such as graphic images and sound files, as attachments sent in binary streams. E-mail was one of the first uses of the Internet and is still the most popular use. A large percentage of the total traffic over the Internet is e-mail. E-mail can also be exchanged between online service provider users and in networks other than the Internet, both public and private.
Follow these five simple steps to make sure your English emails are perfectly professional/formal.
1. Begin with a greeting
2. Thank the recipient
3. State your purpose
4. Add your closing remarks
5. End with a closing
1. Begin with a greeting: Always open your email with a greeting, such as "Dear kivu". If your relationship with the reader is formal, use their family name (eg. "Dear Mrs. Preeti"). If the relationship is more casual, you can simply say, "Hi Kivu". If you don't know the name of the person you are writing to, use: "To whom it may concern" or "Dear Sir/Madam".
2. Thank the recipient: If you are replying to a client's inquiry, you should begin with a line of thanks. For example, If someone has a question about your company, you can say, "Thank you for contacting XYZ Company". If someone has replied to one of your emails, be sure to say,"Thank you for your prompt reply" or "Thanks for getting back to me". Thanking the reader puts him or her at ease, and it will make you appear more polite.
3. State your purpose: If you are starting the email communication, it may be impossible to include a line of thanks. Instead, begin by stating your purpose. For example, "I am writing to enquire about..." or "I am writing in reference to ...". Make your purpose clear early on in the email, and then move into the main text of your email. Remember, people want to read emails quickly, so keep your sentences short and clear. You'll also need to pay careful attention of grammer, spelling and punctuation so that you present a professional image of yourself and your company.
4. Add your closing remarks: Before you end your email, it's polite to thank your reader one more time and add some polite closing remarks. You might start with "Thank you for your patience and cooperation" or "Thank you for your consideration" and then follow up with, "If you have any questions or concerns, don't hesitate to let me know" and "I look forward to hearing from you".
5. End with a closing: The last step is to include an appropriate closing with your name. "Best regards", "Sincerely", and "Thank you" are all professional. Avoid closings such as "Best wishes" or "Cheers" unless you are good friends with the reader. Finally, before you hit the send button, review and spell check your email one more time to make sure it's truly perfect!
Hi. I’m Designer of Blog Magic. I’m CEO/Founder of ThemeXpose. I’m Creative Art Director, Web Designer, UI/UX Designer, Interaction Designer, Industrial Designer, Web Developer, Business Enthusiast, StartUp Enthusiast, Speaker, Writer and Photographer. Inspired to make things looks better.
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