E-Mail Communication

E-MAIL COMMUNICATION

The use of E-mails for all sorts of communication - formal and informal - has been on the rise with the phenomenal usage of desktops, laptops, smartphones, etc. E-mails are easier and more convenient to communicate. So, many people prefer this medium for sending and receiving messages.

What is an email?

It is an electronic mail sent from one computer to another. It enables sharing of message or information across the globe in a fraction of time making it timeless and flexible.

Purpose of email

Email is used to communicate personally with friends or relatives and officially for sharing texts, statistics, etc., at a fast pace. Now a days, it has become mandatory for having an email account for staying in touch with friends or for banking purpose or for professional and businesses communication.

Advantages of email

• Communication is quick as an email reaches its destination in a span of minutes or seconds.

• Distribution of message to various persons is fast.

• Accessing vast pools of information stored on the internet is easy.

• Thousands of email messages can be saved and retrieved when required.

• Pasting all or a part of an email into other computer documents is possible.

• The reply option helps one keep track of the context for the reply.

• Attaching drawings, sounds, video clips, photos is easy.

• The receiver and sender of an email is not interrupted by the arrival or sending of an email.

• Composing and sending email can be done at leisure and the receiver need not be present to receive the mail.

• As cost does not depend on distance, it is an affordable option for everyone.

Limitations

• No scope of recalling the message once sent.

• Receiving unwanted or spam messages.

• Threat from e-mail hackers.

• Difference between the format of the message composed and the message received.

The following table will give you some useful expressions to be used in e-mails

E-mail etiquette:

• Identify yourself and topic.

• Keep it brief so that the message reaches across clearly.

• Vary the tone having your audience and purpose in mind.

• Avoid long sentences.

• Use active instead of passive. E.g. "We will process your order today".

• Maintain coherence.

• Be careful with spelling and grammar when the message is formal because it can lead the readers to question your competence,

• Use proper structure and layout.

• Do not write in capitals as it can annoy the reader.

• Do not attach unnecessary files.

• Edit before sending.

• Take care with abbreviations and emoticons.

• Use cc sparingly.

E-mail security

As there are chances of e-mail messages getting into unintended readers' hands, certain precautions should be maintained.

• Ensure that personal messages are sent to the correct individual and not to a mailing list.

• Avoid sending confidential or personal material via e-mail without encrypting (putting in a special CODE)

Some final tips for e-mail effectiveness:

• Write a meaningful subject line.

• Keep the message focused and readable.

• Use attachments sparingly.

• Identify yourself clearly.

• Be kind. Do not flame (a message that is hostile).

• Proof read.

• Do not assume privacy.

• Distinguish between formal and informal situations.

• Show Respect and Restraint.

• Respond promptly.

Conventions of Personal E-mails

• When sending personal e-mails, the degree of formality is minimal or virtually nil.

• As it is a personal e-mail, a casual tone is preferable.

• Contracted forms can be used. For e.g. 'I'll', 'won't', 'can't' etc.

• We can begin with informal salutations like 'Hi', 'John', 'My dear Dad', 'Hello', etc., depending on the familiarity with the receiver.

• Similarly, we can end the mail with informal closings like, "Bye", "Love", "Best", etc.

TASK

I. Read the following e-mail by one of your friends and respond appropriately:

Hi Sam,

I happened to read these quotations. Very much enlightening and a must-read. Attaching it for you to read, enjoy and follow. Waiting for your comments

Love

Ram.

Attachment:

• If winter comes, can spring be far behind? - Shelley

• We can complain because rose bushes have thorns, or rejoice because thorn bushes have roses. - Abraham Lincoln

• The greatest discovery of all time is that a person can change his future by merely changing his attitude - Oprah Winfrey.

• Write it on your heart that everyday is the best day in the year. - Ralph Waldo Emerson

• We grow great by dreams. All big men are dreamers. - Woodrow Wilson

2. Write an e-mail to your school friend who is studying in a foreign country about his next visit to India.

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3. Draft an e-mail to your uncle in Singapore asking him to buy for you the latest i-phone when he visits you.

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Exercise

1. Write an email to your elder brother seeking his suggestion to buy a laptop with advance configuration beneficial for your career.

2. Write an email to the Customer Service Department of LTV Refrigerator about the problems like poor cooling, strange noise in the new fridge which has been supplied and installed by the company. Mention about the warranty period.

3. Draft an email to the Human Resource Manager of Jawa Car Accessory Ltd, SIPCOT, Hosur NH 44, seeking for Internship during summer holidays. Mention that it is a requirement and also express your desire to learn and work in their reputed organisation.

4. As a Marketing Manager of Softee Ice creams Ltd, prepare an email to be sent to top-rated hotels highlighting the USP (Unique Selling Proposition) of your product like affordable pricing, taste and quality of the product, etc.

5. As a fresher, prepare an email to be the sent to the Human Resource Personnel of your dream Company. Write a customized email about your qualification, skills you possess and your interest in the works of the company requesting for the offer of a Junior Production Manager in the Company.