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Important points to keep in mind before emailing

Important points to keep in mind before emailing
Written by Manoj Kadam
Important points to keep in mind before emailing

Important points to keep in mind before emailing

E-mail has become a part of today's 'smart' era. From home to office, e-mails play an important role in our daily routine. If you have an office, mail to your boss or colleague. If at home, email the concerned company to place a service/repair request. It can be said that e-mail has become the only way to express one's views in a professional manner. In such a situation, it is important to be as clear as possible while sending e-mail and also be careful about its method. There is no list of basic rules regarding e-mail, but some advice is definitely given regarding its professional use.

If you send e-mail through mediums like Gmail, Yahoo, Hotmail, Outlook, then some mistakes can be avoided. What are those small things that we sometimes ignore while sending e-mails? Let's find out…

outlook

outlook mail

Marking an email as urgent

The intention behind marking any e-mail as 'urgent' is that your message is very important. It is advisable that if you are writing about some issue in the e-mail, which is not necessary to be answered immediately. So in such a situation, avoid marking the e-mail as urgent. This habit of yours can spoil your image professionally.

Use of SMS language

In e-mail, if you write 'Thanks' as Tkw and 'Sorry' as Sry, it may cost you heavily. This kind of behavior in the office can not only spoil your image, but you can also get a written warning for it. Keep in mind, keep the language of SMS limited to text messages and WhatsApp only. Do not make it part of the e-mail.

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leave the topic blank

Many times, while writing an e-mail, we forget to write the subject in a hurry. Some users intentionally leave the subject line blank. In both cases the importance of what you say is reduced. What is written in the subject line gives a hint to the receiver about the matter. In such a situation, if you have left the subject line blank, then it is quite possible that what you said in detail may not be considered as accurate. Nowadays, apps like Outlook also warn users before sending mail without a subject. …So avoid the mistake of leaving the subject blank.

make emoji and smiley

E-mail is a way to express your views in a professional manner. Along with expressing your views in minimum words, keep in mind that do not resort to emojis and emoticons. You may be doing this with a positive mindset, but emojis don't matter in professional language. The topic on which you have expressed your views may lose its seriousness due to emojis. Avoid sending too much content even in attachments.

selection of fonts

Along with the language of the e-mail, the choice of fonts also matters. Tampering with the fonts and colors used while writing an e-mail affects your image. Avoid using background images and choosing colorful and criss-cross fonts. Yes, if this mail is regarding your birthday or anniversary then you can avail this discount.

CC/BCC feature and mail length

The CC/BCC feature in e-mail is to include other important people in your message. If you unnecessarily 'tag' someone in this feature, it can be inconvenient for you. The thing to keep in mind with this is the length of the mail. Try to express your views in minimum words through e-mail. Getting your point across in too many words can distract you and the receiver from the point.

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Manoj Kadam

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