i. Always specify the subject of your e-mail:
E-mail writer should mention the subject line clearly in the beginning. Many
e-mails are sent without mentioning its subject and purpose. It becomes
difficult for the receiver to understand the nature and purpose of this kind of
correspondence. Subject line helps the receiver to categorize email into
several types. It may be an enquiry, reply, complaint, etc.
ii. Use appropriate salutation:
Use salutations like ‘Dear sir’, ‘Respected sir’ etc. The level of formality and
informality depends upon the familiarity and position of the receiver. Many
people lack common decency to greet the receiver before beginning the e-
mail proper.
iii. Write complete and concrete statements:
E-mail should be simple and straight forward. Writer should draft email in
complete and concrete statements.
iv. Use formal variety of language for official correspondence:
Writer should avoid use of informal and slang expressions in the e-mail. An
e-mail should be formal in style.
v. Do not use abusive and aggressive language:
E-mail writer should possess common decency. He should avoid using
abusive and aggressive language in the e-mail.
vi. Do not send and forward e-mails unnecessarily:
One should use e-mail to send and receive important messages. One should
not forward e-mails to friends or others unnecessarily.
vii. Do not type essays like e-mails:
Many e-mails appear like an essay or lengthy report. The reader has to scroll
and scroll to read those lengthy e-mails. An e-mail writer should esteem the
value of time of himself as well as others.
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