Business email

Introduction

The Pros and Cons of email in the

business world

How to write a formal email

Top 7 rules of business email

etiquette

Conclusions
Introduction

Email was widely accepted by the

business community as the frst
broad electronic communication
medium and was the frst 'e
re!olution' in business
communication"

Email is !ery simple to understand"

Business emails are #enerally less

formal than business letters"
$d!anta#es of email in business
world

%endin# an email to
someone is !ery easy&

Emails are free to send&

People don't ha!e to be

present to recei!e the
email&

Emails can be sent any

time of the day or ni#ht'
()* days a year&

+iles and ima#es can be

attached to an email&

,essa#es can be prepared

in ad!ance and sa!ed until
you are ready to send
them&

,ultiple copies of a
messa#e can be sent to
a #roup of people&

$ carbon copy of an
email can be sent to
other people&

-ou can request proof of

receipt or proof of the
email bein# opened&

,essa#es can be
encrypted ma.in# it
possible to send
confdential information&

Emails are usually

recei!ed fairly quic.ly"
/isad!anta#es of email in business
world

%ome people chan#e their

email addresses fairly
often as they switch 0obs&

%pam is a bi# problem&

People can waste

company time at wor. by
sendin# emails to friends
instead of wor.in#&

1hen you are on holiday'

your email bo2 can
become full and e2tra
messa#es mi#ht not #et
stored&

-ou may ha!e to wait a

lon# time to #et a
reply&

Email attachments can

contain !iruses&

%ome companies won't

allow email
attachments to be
recei!ed&

There are a lot of email

scams and it is easy to
#et fooled by them"
How to write a formal email3 steps
Use a neutral e-mail
address
-our email address should be a !ariation of your real
name' not a username or nic.name" 4se periods or
underscores to secure an email address that's 0ust your
name' without e2tra numbers or letters' if you can"
5
Use a short and accurate
subject header
$!oid sayin# too much in the sub0ect header' but ma.e
sure it re6ects the content of your email to a person
unfamiliar with you" If possible' include a .eyword that will
ma.e the email content easier to remember and7or search
for in a crowded inbo2"
8
Use a proper salutation
$ddressin# the recipient by name is preferred" 4se the
person's title 9,r" ,rs" ,s" or /r": with their last name'
followed by a comma or a colon" ;ptionally' you can precede
the salutation with </ear"""< 9but <Hello"""< is acceptable as
well:"
(
Introduce yourself in the
frst paragraph (if necessary)
=
Write the actual message
Be sure to #et your point across without ramblin#" Try to
brea. up the messa#e into para#raphs by topic to ma.e
your messa#e more lo#ical"
*
Use the correct form of
leave-taking"
This will depend on your le!el of intimacy with the recipient"
E2amples3

-ours sincerely,

Yours cordially,

Respectfully,

Best,
)
Sign ith your full name
If you ha!e a 0ob title' include that in the line after your
name' and write the company name or website in the line
after that" If you do not ha!e a 0ob title but you ha!e your
own blo# or website related to the content of the email'
include a lin. to that below your name" If the email is about
a 0ob' only include a careerrelated website or blo#' not
hobbies or interests"
7
!roofread your message for
content
,a.e sure you ha!en>t omitted any important details 9or
repeated yourself:" ?eadin# your email aloud or as.in#
someone to proofread it is a #reat way to #et a di@erent
perspecti!e on what you>!e written"
A
!roofread your message for
spelling and grammar
If your email pro!ider doesn>t already pro!ide spellin#
and #rammar options for you' copy and paste your email
into a word processor' re!ise it if necessary' and copy and
paste it bac. into your email"
B
Top 7 rules of business email etiquette
5" ?efrain from emotionallychar#ed emails
8" ,a.e the email sub0ect line count
(" ?esist the ?eply $ll button
=" 4nderstand the To and CC felds
*" Cip up and reference those attachments
)" Emailin# an article lin.D %ummariEe
7" Feep it brief
Conclusions
Email is a simple and fast way of
communication and as business
people we need to ta.e in
consideration some rules and to
.now how to write an email in a
professional manner"