In present times rarely anyone is left without an email address. It is required for every activity one has to do in the digital world.
Whether you want to socialize or download an app, you want to listen to music or you want to exercise, you want to write blogs or you are a digital entrepreneur it is required to communicate.
In other words you can say it is your Digital Address.
- The email address should look professional and support the purpose for which it is created. It is better if you can connect it with your name. For instance, [email protected]. If you are working it is recommended to buy your own domain. Adding your birthdate, nicknames, birth month or your choices won’t make it look good.
- While writing an email it is important to mention a subject. It indicates the seriousness of writing an email and conveys the purpose. The subject should be precise and crisp. It should be clear and understandable. It helps to locate emails in the future in the inbox and is easy to remember. Veer, a personality development coach who is looking for homework writing services for his son suggests that subject line in an email decides the future of it
- It is always recommendable to create your personal signature for the email. It gives a personal touch and sends quick information about the sender. It increases the credibility and authenticity of the message.
For example: Alen Cruz
Contact: XXXXXXXXX
Email address: [email protected]
- The email body should again be worked out and use less number of words to express yourself. The shorter it is the more effective it will be. Everyone is busy these days and do not have much time to go over lengthy mails. People prefer to scan the message and get what is relevant out of it. To maintain the essence of the communication and last it for a longer period in memory send shorter emails.
- The files which are attached to the email need to be checked before getting attached. The size and format of the attachment should be considered because network issues might delay the downloading and firewall systems do not support it due to inappropriate format. Marc, who is doing an online course from TrumpLearning, believes in attaching smaller pictures and attachments and even uses a compressed form of file to quickly send them to the receiver. The naming of the file is an important role as while downloading there are chances that it gets lost in the download section and is difficult to locate. The naming should be in accordance with the information in the file like Alencruz_resume.docx
- The automated replies are an essential part of email and should be used when you are away for vacation or left from work. This will help to ensure that email is reached to the right address and will be replied as the person is back on desk. The automated replies should be drafted in a manner that it gives an option to the sender to contact second in charge in your absence. It will improve the flow of communication and will not hinder the work.
- After checking email, make it a habit that the reply should be sent within 24 hours. It helps to maintain the reliability between receiver and sender. It is not necessary that you reply to the answer straight away but responding in acknowledgement form will also help. It will update the status of the query or the answer the sender is looking for.
- While drafting the reply for the email it is important to go through it again after completing the draft. It is important in a way that no point should be left for an answer. Check the tone of the message. It should be respectful and polite. The spelling mistakes, grammar errors and the way the presentation should be done need to be cross checked. If mistakes are there it gives an impression of careless and casual attitude. Auto-correct option can be of good help in this case but do not get dependent on it. The slang, short forms like u, r , v which are used in text messages should be avoided. The font size should not be too big and too small. The excessive use of colored fonts should not be there and bold and italics can be used to highlight specific information.
- Try to keep the different subjects in different emails. Mixing them together will create ambiguity about replies. The best part is keeping a single thread for a particular subject. For example: Let’s say Alen Cruz is a customer and deals in chemicals. So, all the communication with Alen Cruz in which there is discussion about chemicals should be put in one thread. It will be easy to refer to all mails with date and time.
- Last but not the least the forwarded messages should not be sent. It kills productive time and does not look professional. The integrity of the sender should be maintained and taken care of.
In this digital world where cybercrime is happening every day we need to be cautious with the usage of emails too. Forwarded mails do carry viruses with them.
Beware of opening emails received from unknown senders and keep anti-virus installed in computers so that you should lose your important information in the hands of hackers.