courtesy of www.olico.co.za
In the digital era like today, writing or sending electronic Mail is an inevitable activity for families who are living in different countries and or having long-distance relationships writing and sending emails will help them in keeping up with their lives, exchanging information in a written letter also brings more value to the story. Especially for those who are actively working in a company, have a business, or are merely students and teachers who are connected through digital devices.
Electronic mail or as we have known as e-mail is a means of communication through an online device. In creating e-mails there are many providers that users can use, for instance; Google mail, Yahoo mail, Zohomail, outlook, and many other big providers.
Emails written by a person or on behalf of a company will show the writer's personality and professionality. it is the front page of the writer's identity. here are some steps to enhance the crafting of an email so that it can show your best performance whether it is personal or professional;
1. Show your priority
The subject of your email should be in line and prompted directly, avoid too long sentences and use a straight to the point style. In professional email or business emails, it is very important to keep all information clear and effective.
This means that when your email is purposed to inform about a product, event, invitation, and other business purposes, show your priority by writing a pointed subject. the subject you are writing will be the main key of the content of the email. and it will also be the center of attention to the reader.
2. Open with a suitable salutation
When you are writing a professional or business email also a personal email your first salutation will be the first impression of your letter. Salutation or greeting that you use supposedly suitable or propper with the receiver of your email. here are some salutations or greetings you can use :
- Greetings ( Name)
- Hi ( name)
- Dear ( name)
- Dear Sirs,
- Dear Sir/Madam,
- To Whom It May Concern,
The most important thing for you to understand is your relationship with the receiver. After the best salutation you can start the first line of your letter with :
- Hoping you are in a good shape/condition
- To hope all are well
- I hope you are having a pleasant day/week.
3. Write the email purposes
In writing a business email, people who received it are mostly expecting to know the purpose of the email. After you write the first line about the condition, then continue the next line on the first paragraph with the purpose of the letter.
- I am writing to inform you about....
- I am writing to inquire about ...
- I am writing to let you know about....
- etc
4. The Content ( Body of Text)
Writing a business email usually is for people who are busy or do not have a long time to read it, so keep your email short and effective. Use effective sentences that can include all the information you give short.
A business email is usually used to inform a meeting, product offers, event information, or confirmation letter. So make sure you don't put too many words or long sentences. Remember short but effective straight to the point.
5. Closing Statement
After you give clear information of the purpose then you need to wrap up the letter in a natural way of closing, here are some of the closing statements you can use in your email :
- I am looking forward to hearing from you,..
- Herein I attached the...
- I will be looking forward to your responses as soon as possible,
6. Ending the letter
at the end of your email to give the last salutation or the sign that you have ended the letter you can use a simple, short, and warm regards :
- Regards,
- Warm Regards
- Sincerely yours,
- Best Regards,
- Kind Regards.
By using all the suggested idioms, expressions and utterance above you will finally make a professional email that is simple but to the point and show a strong character. Maybe you can consider finding another best way to make your email strong and professional.
Samples :
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| Fri, 23 Feb, 09:06 (13 days ago) |  | ||
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Dear Phia Selfiarti,
Your data is stored in our database. For us it is very important to treat your data in a correct way. Therefore we are informing you on a yearly basis that your data is stored in our database.
Without your indication to do otherwise, your data will be stored for another 12 months. However, if you would like your data deleted we fully respect this. Click on the link below to remove your data:
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If you do not respond to this email we will keep your data for a another year and send you a similar email next year.
Kind regards,
Daisy Engel
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