Reading Response to "Business E-mail: Guidance for Users"

The advantages of an e-mail are that you can send your message more quickly than a written letter, more interactive than traditional writing and more permanent than traditional speaking. E-mail has more than one use, it can be used for casual communication, scheduling a meeting, expressing condolences, and the e-mail can serve as a record. It allows people to respond effectively by thinking their responses over making sure they are not offending anyone or responding mad. Leaves a paper trail.


Disadvantages of an e-mail is that a poorly written one can lead to longer time of period to read the e-mail due to a badly written e-mail that doesn’t communicate what the reader wanted to say. It is not in real time, is not face to face communication, which can be a good thing if you are avoiding the person. , does not ensure that the audience has gotten the e-mail you wrote, lacks privacy. Leaves a paper trail.


The structure of an e-mail: Select the distribution list before you write to make sure you are getting everyone’s perspectives communicated in the e-mail. Compose a proper subject line: use a verb is reader needs to take action to your e-mail. Makes sure the reader sees your message at the top of the first page by applying the top of the screen test.
1. Tell the reader what the message is about
2. State if any action is needed from the reader
3. Put the most important information first in the e-mail.
4. Forecast and number several points.
5. Write in small chunks
6. Use breaks in paragraphs for emphasis.
7. Double space between paragraphs
8. Routine e-mails need a conclusion
9. Use document design techniques; italics, bold face, indentation, adding headings typography available in all systems; lower care and caps

The writing style of an e-mail should suit the reader, the situation, and the type of message. It should be active rather than passive. Use politeness markers. Use informal idioms and jokes with caution so you don’t accidentally offend anyone.


What I think would be most useful things for you when writing your own business e-mail in the future after reading the article would be to make sure that the style, structure, and form is the correct ones with the kind of e-mail I am writing to send. Also to make sure that there are no careless mistakes of grammatical or spelling errors. Along with saving e-mail address from the e-mail instead of manually entering them in myself to avoid errors. Compose an effective first sentence with my topic and why I am replying.