Learn the basics of Email Writing
In business English, written communication often happens through Emails. The Emails are extremely critical because they are recorded. Once an Email is sent, there’s very less possibility to stop it from reaching the recipient. In this blog you will get to know about
- How should be the subject line of an email?
- How to start and conclude emails?
- How to make polite requests on emails?
- Significance of proof reading an email
How should be the subject line of an email?
The subject line of an email should not be linger than 8-10 words. It should be a phrase and not a sentence.
For example: The subject line should not be like ‘I request you to the PF details’
The subject line should be like ‘Request to share the PF details’
We don’t use the word ‘regarding’ in subject lines because whatever we write in the subject line is understood to be regarding something.
How to start and conclude emails?
After salutations like Dear <Name> or Hi <Name>, we use can use sentences like ‘Greetings for the day’ to start an email. We could also start emails with phrases like ‘I am writing to let you know…’, ‘This email is regarding….’, ‘This is to let you know…’ or ‘We are happy to inform you that….’ based on the context.
To conclude an email, we could write sentences like ‘If you have any questions/queries, please let me know, we would he happy/glad/more than happy to help’ or ‘Thanks in advance’ or ‘My best wishes to the new assignment’.
How to make polite requests on emails?
Though ‘Please’ is a polite word, using only ‘Please’ could sound a bit rude at times. We can use phrases like ‘Could you’, ‘Would it be possible to…’, ‘I would appreciate if you could’ (only for subordinates or peers’) or ‘It would be great if you could’.
Significance of proof reading an email
When we click the ‘send’ button before proof reading an email, there’s good possibility for not correcting some mistakes in the email. Some spelling mistakes could lead to embarrassing situations. Once we came across an email on which the letter ‘f’ was missing in the term ‘Shift manager’. It was a terrible mistake. We could also have a chance to correct the grammatical errors when we proof read the emails.
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