Top 4 Tips On Effective Communication By Email

sxc.hu: bruno-free

With the Internet ruling our lives today, it is expected out of us to be a master at the art of communicating through emails. There may be several aspects to being able to send an error-free email. Mentioned below are the most basic and important ones.

1. Avoid the common mistakes

The silliest of mistakes are most often repeated, leading to an inefficient communication through email. Forgetting to mention a subject, not including an attachment when needed or not mentioning the sender’s name at the closing of email are some of the most common mistakes that people make.

So, before you press ‘send’ button, read and re-read your email. Check whether you have typed your name at the end, check for spelling mistakes and make sure you haven’t forgotten the subject or an attachment.

2. Reply All and Reply are not to be interchanged

It is annoying when you are included in the conversations or email, which holds no significance to you, isn’t it? Same is the case with everyone else; getting emails into their inbox on matters that do not affect them irritates people. So, unless absolutely necessary, do not include a person in the CC or BCC list or choose the ‘reply to all’ option.

Also, use reply to all only when absolutely necessary. Even though they are placed very close to each other on the email editor, ‘reply’ or ‘reply to all’ cannot be used interchangeably. Do not hit ‘reply to all’ just because you can.

3. Acronyms and abbreviations

Yes, speed is necessary; but not at the cost of clarity and accuracy. Double check before you use an acronym or abbreviation in the email. Only if the acronyms/abbreviations are universally known, use them. Some acronyms just do not make sense; while others can only be used in text messages and not in official emails.

4. Acknowledge when possible

When you receive an important email, send a reply to the sender so that he/she knows that you have received it. It could be a task mail from a superior or a presentation from a subordinate, just make sure that you send an acknowledgement mail.

Another simple tip. If you are following up on an earlier email, it is best to reply to the old email itself rather than composing a new one. This ensures continuity and makes it easier for the receiver to understand the context of the email.