Business Communications Write an Effective Business Email

Question: Discuss about the Business Communications for Write an Effective Business Email. Answer: Introduction Do you people ever feel that you have been underappreciated for the ideas or performances you have delivered? What could be the reason behind that? Partial Behaviour, Yes, may be sometimes but not every time. What I feel is, the strong reason behind this could be that sometimes we are not able to communicate effectively and convey our message to its full potential. I will be talking about effective business communication today with the main concern on how to write an effective email for business purposes. You people already know the importance of emails in business and many of you must be aware of the basics. Today I will enhance your knowledge on the same which might help you be gain effective outcome from your emails. Like I, some of you might have tried to search out best methods to impress your bosses, but possessing a hunger to grab attention I have researched little more on the same. The main topics that I will cover up today are General Etiquette Organization of an email Form and tone of the messages Now I will start convincing you on the proper etiquettes for writing your business emails (Angell Heslop 2014). Transition: Let me begin with the very first point General Etiquettes General Etiquettes you must follow while sending an Email Be sensible and aware of the mail you are forwarding (Azar 2011) You must try to identify that the email you are sending does not contains any kind of viruses which could harm the receivers system (Shmerling 2006). For example: If your system is injected with some kind of viruses such as Trojan or others it could append with the email you are sending as internet catches the viruses easily (Killen Killen 2012). The messages should not be altered which are being forwarded or reported. Every message must be read very carefully before you click on the send button. Proofreading should be done at least twice to check for any grammatical errors or punctuation errors (Lester 2007). The names spellings must be double-checked (Hugh Pollard 2008) Signature block must be checked in case you are replying, as be sure message is sent to Catharine and not Kathryn or Kathy. Date, Times and their combinations must be checked carefully For example: If any meeting has been mentioned in the email, be sure of checking the date and time Every hyperlink included in the email must be tested. Be sure that the hyperlink is accurate and active (Hugh Pollard 2008). Proofread your paragraphs backwards This helps to catch incomplete sentences in the email by disassociating you from the actual content. Be sure of indicating the Time Zone (In case receptor is in different time zone). For example: If you have mentioned in the mail that Meeting has been scheduled at 10 a.m. then a confusion should not be there about the zone as whether 10a.m. according to Eastern Time or Pacific Time (Lannon 2007). Transition: Now I have informed you about the General Etiquettes. Lets come to the second point Parts of an email. Organization of an email How to greet while sending a business email Using a name while greeting (Moore 2004) It should help in developing a connection amid you and reader Impresses the reader in a professional way Decision for title (Marr 2004) If a formal mail: Use Ms or Mr. Example: Ms Smith If informal: Just use the first name Example: Hello Rachel If casual mail: Do not use any title just full name of the person Closing Words Choice (Hugh Pollard 2008) The best and commonly used is Regards. Also Sincerely is preferable. Use of Punctuation Comma after closing is must Example: Regards, Information regarding signature blocks (Hugh Pollard 2008) Do not use more than four to five lines Should be positioned at the last This helps receiver to find you and they can trace you even the message was forwarded one. Spacing Space while Greeting (Siedle 2006) A double space must be given amid message and the greeting Spacing the main body of the message space amongst line in a single paragraph is single line spacing Two paragraphs must be separated using double line space Paragraphs must not be indented Double line spacing amid closing and last sentence Space while closing Double line spacing amid beginning of the signature block and closing. Single line spacing inside signature block paragraph. Subject Line Importance of Subject Line It grabs the users attention for whether to read the mail or not and how important the mail is. Purpose of Subject Line Helps reader to know what the message is about, by just a simple glance. Acts as a gatekeeper Ensuring email is opened (Siedle 2006) Use good choice of words. Be clear and concise Example: Our Next Steps Do not make any mistakes in grammar and spelling Transition: Now moving to the last but not least main point of todays speech which is the most important part of my training session today. Form and Tone of the messages in the mail Compose a logical mail and maintain a flow Be clear and concise Intention should be written properly and in simple words. Use modern words instead of formal For example: use Attached is instead of Attached hereto please find Do not use unfamiliar words and try to eliminate ambiguity. Do not use long phrases For example: use Now instead of At this point of time Be complete Check every point of information has been included or not Such as: How? Why? When? Where? What? Who? (VanHuss 2007). Be courteous Your words should display a caring attitude and good manners A pleasant and positive tone must be included whenever possible Such as: Your package could not be delivered before 1st May is a negative tone. Use Your package will be delivered as soon as possible after 1st May instead. Use passive voice for communicating bad news Be concrete yet Convincing (Siedle 2006) Mention specific details Use exact fact and figures Use language that is believable Support your own arguments with your point of view Use Bullet Points (Wadsworth 2009) To highlight the important information in the mail To communicate in a concise and clear manner Transition: Now concluding my session for today. Conclusion In this session we have learned about General Etiquettes of writing an effective business mail. Then we learned about organizing different parts of the mail and then it was about tone in your email message. The main idea was to gain maximum from your message in case it is related to some kind of business deals. These skills will help you to convince your reader of the mail to think about your proposal if it about convincing and will also help you to make a good and long lasting impression on the reader. The reader might be convinced to not to ignore any mail which is under your name. So this was all for todays session. I hope you all get a general idea on writing a convincing mail. I can see already some of you are in hurry to draft your first effective email. Goodbye and good luck. References Eunson, B. (2004). Writing and Presenting Reports, Wiley Sons, Brisbane. Angell, D. Heslop, B. (2014). The Elements of E-Mail Style: Communicate Effectively Via Electronic Mail, Addison-Wesley, Reading, Massachusetts. Azar, B. (2011). Understanding and Using English Grammar, Prentice Hall, Englewood Cliffs, New Jersey. Killen, R. Killen, A. (2012). Report Writing, Hunter Educational Services, Newcastle, NSW. Lannon, J. 2007, Technical Writing, 7th edn, Longman, New York. Lester, J. D. 2007, Writing Research Papers: A Complete Guide, 5th edn, Scott, Foresman Co. Glenview, Illinois. Marr, N. (2004), Effective Workplace Writing. CSU Organisational Development. Mc Hugh, S. Pollard, J. (2008). Pitman Business Communication, Pitman, Melbourne. Moore, R. (2004). High-Impact Business Writing: Program Workbook (for video), CareerTrack, Boulder, Colorado. Searles, G. J. (2009). Workplace Communications: The Basics, Allyn Bacon, Boston. Shmerling, L. (2006). Communication in the Workplace, Macmillan, South Melbourne. Siedle, R. (2006). Writing for Business Success, Prentice Hall, Sydney. Smith, D. A. Sutton, H. R. 2014, Powerful Proofreading Skills: Tips, Techniques and Tactics, Crisp, Menlo Park, California. State Services Commission (2009). Write It Right: Better Business Letters for Australians, Shepp Books, Sydney. VanHuss, S. H. (2007). Basic Letter and Memo Writing, 2nd edn, South-Western Publishing Co, Cincinatti. Wadsworth, Y. (2009). Do It Yourself Social Research, Victorian Council of Social Service Melbourne Family Care Organisation, Collingwood, Vic.