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Writing an email

I assume everything I’m saying in an email or saying on the telephone is being looked at, Michael Moore.

Proper email is a balance between politeness and succinctness. Less than five sentences is often abrupt and rude, more than five sentences wastes time, Guy Kawasaki.

Adapt your message and style to its medium or channel and the receiver. For example, a personal face-to-face conversation with a friend is not the same as writing an email to your boss. It is a completely different beast.

email

email

When writing an email consider these ideas:

  1. Try to avoid misspellings, punctuation errors, poor style, and grammatical errors by using spell and grammar checkers (Grammarly, Ginger, ProWritingAid, and Hemingway) and, ideally, someone else to review it.
  2. You should always include the subject (the purpose of the email) and a signature.
  3. Emails should be formatted with greeting (Dear [Name], Hi [First Name], Hello Mr./Ms./Mrs. [Last Name]), body message, and a signature. Signatures include name, title, and contact information. You can also add your photo and social media contact information. Every email service provider lets you set a signature which is automatically added to all your emails. You can use services like WiseStamp, a free email signature generator that integrates with your email client. It helps you compose and design beautiful e-mail signatures.
  4. Be aware that typing in capital letters is still seen as shouting. It is a big breach of internet etiquette.
  5. Emails should be short, simple, and to the point. An email is not an article, post, or essay, don’t waste your reader’s time. An email is a KISS ― Keep it simple stupid!
  6. However, emails are not tweets, text or SMS messages either. You should avoid abbreviations (IDK, I don’t know; IMO, In my opinion; BTW, By the way), acronyms, slang or emoticons (":)" smile, “:(” frown, “;)” wink).
  7. Save important emails in which decisions are made, that show why a decision was made, formal requests or complaints, etc.

Emails are a very efficient means of communication. They allow us to keep in touch, express our thoughts at any time, and solve many problems quickly. More often than not, when we call someone about a specific issue, we end up talking and rambling about something else (children, health, sports, etc.) that has nothing to do with the original topic. Besides, email allows us to store and share information, as well as send files as email attachments. You many need to use WeTransfer for big files (Send up to 2GB for free). It is the simplest way to send your files around the world.

Interpersonal face to face communication is healthy and essential for meaningful relationships. It is also sometimes easier and even more effective to explain things in person. Therefore, depending on the issue, the need for productivity at a given time, the receiver, etc. we should choose the means of communication that fits us best.

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