Email is one of the most commonly used forms of communication today along with text messages, phone calls and instant messaging applications. Corresponding by email has become such a common activity that many people have forgotten how to compose an email correctly. A well-structured email reflects professionalism and sincerity in the message being conveyed, so it is imperative to know how to properly compose an email message.
Steps
Step 1. Enter the subject of your email
The subject line of an email message serves to communicate a summary of the content of the message. The subject matter in question should be simple, concise and able to give the recipient, in a few words, an idea about the topic covered in your email.
- For example, if you are writing to someone about a business issue, don't complicate the item with too many details, like "I like the color of your car and I think the tires are great."
- Indicates the topic clearly dealt with in the subject. For example: "Buyer interested in his blue sedan."
Step 2. Include an appropriate greeting
Do not immediately start the email with the message content. Include one of the most common greetings, such as "Hello" or "Have a nice day". You wouldn't like a person to talk to you without even saying hello, would you? The same goes for emails.
To make the greeting more personal, insert the recipient's last name in your greeting
Step 3. Write the body of the message
Write what you want, depending on the type of message and the recipient to whom the email will be sent.
- If you are writing to someone you already know, you can use a more personal tone in your email; if you are writing a business letter, however, you will need to use the most professional language possible.
- You will also need to keep in mind the formatting of the message. Don't use hard-to-read styles, fonts, sizes and formats, and avoid using capital letters. Using capital letters, in the digital world, is tantamount to shouting.
Step 4. Include a final greeting
Do not end the email with the conclusion of your message. Write a more formal greeting like "Sincerely", "See you soon", or whatever you think is best suited to your email.
A formal greeting is essential to properly conclude an email. Because? Because if it's a business message, ending it with "Yours, with love" would be inappropriate
Step 5. Add your signature
Even if your name is already included in the email address every time you send it, it is still advisable to include your signature at the end of the message. Signatures can include text only or, if you want to be more creative, images of various types (such as logos, brands, etc.).
Use the "Signature" option provided by any webmail or email client to create your own signature
Advice
- Aside from properly structuring your email messages, you should also use appropriately named email addresses. Texting your childhood friend using "[email protected]" is fine, but it's not a good idea when sending business emails to your employer.
- Stick to Internet protocols when creating email messages. Don't send spam or messages to unknown people.
- To avoid sending multiple messages to the same recipient, always double check your email before sending it. If not, your messages may be marked as spam.
