There are many different components that make up an email. The way you address these components can have a changing effect on the tone of the email.
One effective practice to think about when writing an email is the length. Generally, in the work place many people are pressed for time and working on different assignments. My cousin for example works at a Law Firm. She told me it is important to keep or messages short and sweet and to the point. No lawyer will have time to read a 3 paragraph email between the 50 cases they are working on. At this firm they focus on keeping their emails to each other and clients around 3-5 sentences, and using words and terms that our understandable to all parties involved.
Maintaining professionalism is also vital when sending out emails. When writing an email the writer does not want to get to informal. The sender wants to avoid using acronyms for certain things, such as ttyl or omg. It is also important to check the spelling and grammar of an email. No client or teacher will take someone seriously whenever they are not using the correct their, or if they spell “you” like “u”. This email is to inform a client or acquaintance of pressing matter and you want this person to take you seriously.
When writing an email you want to make sure you are sending it for the right purpose. If you are just sending this email to yell and cuss somebody out it is probably not the best option. If you are discussing a personal matter or confidential information and email might not be the best option as well. Emails are most useful when being used to communicate about issue that cannot be confusing. For example, if the writer is in a summer course and had something come up. They would use email to communicate to their professor that they might turn their assignment in late. Another example were an email might be most efficient is in a company. Company employees can use email for many reasons, such as; to express concerning matter, inform their employees of rule changes, and even to work on assignments with multiple employees.
One ineffective practice that can change an email completely is the language being used. When writing an email the sender wants to avoid slang. Some examples of this might include yo, bro, and even cuss words. This can make the writer seem very unprofessional and make the receiver not want to communicate via email anymore. When using slang it might also decrease the readers ability to understand the email. Some slang words mean different things to different people.
The response time of an email is very important. One ineffective practice of email communication would be long response times. These matters being emailed could be serious and need some advice as soon as possible. Going back to my cousin working at the law office for example; the emails they get there have deadlines generally. It is because of this that makes the offices response time very important. Nobody will want to have a lawyer working for them that takes 2-3 weeks to respond to their inquiries. Not responding to emails promptly can make it seem the sender does not care and that the email that was received is in-important.
The emotions one uses in an email can be vital as well. An ineffective practice is showing too much emotion in an email. If the sender is angry they do not want to show too much anger, instead they want to keep it professional but make sure the receiver knows it is serious. The writer of the email does not want to show their emotions through emojis or something along these lines, this makes the email very unprofessional.
The practices that are used in an email can change the whole mood of the email. You want to follow effective practices when emailing to maintain a professional tone.
Brooklynn's Pa{i}ge 