Write Your Emails Like Your Job Or Grade Depends On It

Write Your Emails Like Your Job Or Grade Depends On It It Just Mig

Create an effective, business appropriate email is not difficult, but it does take time and effort. For a number of reasons, students, employees, and business professionals sometimes struggle to create effective emails. WHY? What causes seemingly intelligent people to write so poorly when creating an email - a written form of communication that could be seen by thousands of readers? After years of reading, writing, and analyzing emails, my experience has shown me that writers struggle to create effective emails for the following reasons: 1.

They write too quickly. (In a hurry? Wait to write and send that email!) 2. They fail to proofread their email before hitting send. (What you write is sometimes NOT what you type! Re-read your email, then read it again, and read it again!!!) 3. They think email is just an informal communication and do not see it as important. (Not important? Then WHY are you writing in the first place?) 4. They think email is just a form of texting. (U R Crzze if u think email b the same) 5. They do not know the proper way to format an email. (EVERY business document HAS TO LOOK GOOD!) 6. They use their cell phone to send and answer email. (This is now more common, but it DOES NOT excuse poor writing.) 7. They don’t think anyone else will ever see their email. (The bad emails I used are proof - you never know what the reader will do with your email once they receive it.) 8. They do not think proper grammar, spelling, and punctuation are noticed by others. (WRONG, WRONG, WRONG!!! Your readers will notice, your professors will notice, and every potential employer will notice.) 9. They write when they are upset or distracted. (Never send emails when you are not calm. Your mind-set will always impact your writing!) 10. They are LAZY!!! They use abbreviations, slang, cliches, texting language, and make other poor writing choices. Probably the worst ASSUMPTION of all! If you make EASY email writing errors, your reader might assume you are simply LAZY! How else can I explain Management 306 students who write emails where they forget to capitalize their own NAME? use “I†correctly twice, then use “ i †? Misspell and, were, mine, yesterday, class, assignment, over, week, waste, me, went, tried, few. These are a few of the email writing errors I have received since the quarter started! You may not make all of these errors in your emails, but I bet you have made some of these errors. STOP making these mistakes! Writing clear, professional business emails is mandatory. There is no excuse for writing poor emails.

Paper For Above instruction

Effective email communication is a vital skill in both academic and professional settings. The importance of crafting clear, respectful, and professional emails cannot be overstated, as these messages often serve as primary modes of communication with professors, employers, colleagues, and clients. This paper discusses the essential principles of writing impactful emails, the common pitfalls to avoid, and best practices to ensure your emails leave a positive impression.

Firstly, the foundation of an effective email begins with understanding its purpose and audience. A well-structured email should start with an appropriate greeting, such as "Dear Professor Smith" or "Hello Team." This sets a respectful tone and indicates the intended recipient. Next, a clear and concise message that states the purpose early on is crucial. For example, instead of vague requests like "I need help," specify "I am requesting clarification on the third question of the assignment." This direct approach respects the recipient's time and makes your intentions clear.

Formatting also plays a significant role in email professionalism. An effective email should be easy to read, utilizing proper paragraph structure, adequate spacing, and, when appropriate, bullet points or numbered lists to organize information. Business emails should avoid slang, abbreviations, or casual language, maintaining a formal tone throughout. It is essential to proofread meticulously before hitting send, checking for grammar, spelling, punctuation, and clarity. Errors can undermine your credibility and suggest laziness or lack of attentiveness.

Moreover, the subject line of your email should be specific and informative. For instance, "Request for Appointment on March 15" clearly indicates the email's purpose and helps the recipient prioritize and organize their inbox. Additionally, including a courteous closing, such as "Thank you for your assistance" or "Best regards," followed by your name, adds professionalism and warmth.

Many common errors diminish the effectiveness of emails. These include neglecting to include a greeting or closing, sending overly lengthy messages, or failing to check for mistakes. For example, an email starting abruptly without greeting, or one filled with typos and slang, can appear disrespectful or unprofessional. On the other hand, a well-crafted email demonstrates respect, professionalism, and effort, all of which are essential for positive communication outcomes.

In conclusion, mastering the art of email writing is a critical skill that enhances one's academic and professional reputation. By paying attention to structure, tone, clarity, and correctness, individuals can ensure their emails achieve their intended purpose and foster respectful, effective communication. In today's digital age, where emails are often the first impression, investing time and effort into developing this skill is well worth it.

References

• Guffey, M. E., & Loewy, D. (2020). Essentials of Business Communication. Cengage Learning.
• Deming, D. J. (2019). Effective Business Email Communication. Journal of Business and Technical Communication, 33(4), 456-478.
• Harvard Business Review. (2018). How to Write Clear, Direct Business Emails. HBR.org.
• Levinson, S. C. (2021). The Language and Power of Business Communication. Routledge.
• Kaplan, R. S., & Norton, D. P. (2004). Strategy Maps: Aligning Business Activities to Strategy. Harvard Business Press.
• Tracy, B. (2017). The Art of Email Etiquette. Psychology Today.
• Chess, L. (2020). Writing Professional Email Messages. Purdue OWL.
• Smith, J. (2019). Communication Skills for Professionals. Oxford University Press.
• Johnson, P. (2022). The Impact of Email Errors on Business Reputation. Journal of Business Communication, 45(2), 123-135.
• Language and Style Institute. (2021). Business Writing Best Practices. LSInstitute.org.