5 STEPS TO EFFECTIVE EMAILS:

1. Meaningful Subject Line
It is extremely important that you use a clear and detailed subject line in the email so that the person receiving the email to knows exactly what your email is about before they open it. A clear and detailed subject line helps the recipient quickly identify your email and know what it is about. The main thing is to make sure that your email is quickly seen as being an important message from a real person.

2. Don’t Shout
Everyone knows that it is bad manners to shout when having a conversation with someone and it also should be avoided when sending emails. Shouting in an email means using all upper case or capital letters for some of the worlds. If you do need to highlight a specific word, it is better to use* at the start and end of the word you want to *emphasize*.

3. Formal or informal
Be careful with the language that you use in your emails. It is always better to use formal words and language when communicating for a business purpose. Shortened words or abbreviations, which are commonly used for SMS or chatting, are not appropriate for formal emails. An email is a kind of formal letter and you should try to follow the convention and style of formal convention and style of formal letters for all your email communication.

4. Attachments
If possible try to cut and paste any attachment into the actual body message of the email and do not send any attachments unless absolutely necessary. Lots of computer viruses can be transmitted though attachments and lots of people now think twice before opening any think twice before opening any attachment that they receive with an email. If you must send an attachment, make sure that the recipient knows about it and the attachment has been virus-scanned.

5. Sending options
It is extremely important to ensure that you use cc and bcc appropriately in your email communication. Everyone included in cc (carbon copy) will know that the others have received the email because all the recipient email addresses will be visible. If you do not wish for all the recipients to see who has received the email, then you should us bcc (blind carbon copy). This option sends the email to multiple recipients, but is received as only being sent to a single recipient. Use cc if you want everyone to know all other recipients, and use bcc if the email is sensitive and you want to keep the multiple recipients hidden from view.

The most important advice is to keep the message you are communicating in emails as easy to understand as you can.

Have fun,
Paul Brown (MA CELTA)

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