Email continues to be the most widely used communication tool despite the emergence of advanced communication technologies. It has revolutionized the way we communicate, making it faster and easier to stay in touch with colleagues and contacts around the world. While ink and quill hold a certain charm, email has become an essential tool in modern business.
Writing an email may seem easy, but to write it well, you must consider the five C’s: clarity, completeness, conciseness, correctness, and courtesy. Following these guidelines will help you craft effective emails that get your message across clearly. Cafe Converse, the institute for learning spoken and written English in Delhi is here to ensure you master email writing.
Clarity: Clarity involves writing well-structured, easy-to-read emails free of jargon and ambiguity. An email’s primary purpose is to convey a message effectively. In order to do that, the email should be concise, specific, and include concrete details. For instance, instead of saying, “I heard back from the supplier”, it is more effective to say, “The supplier replied and confirmed the delivery date of April 5th.”
Completeness: Completeness means that the email should include all the necessary information and details. This includes the subject line, the body of the message, and any attachments. All the relevant facts and figures should be included in the email, as well as any additional information the recipient might need. Incomplete emails can lead to confusion and misunderstandings and can ultimately result in unnecessary back-and-forth discussions. For example, if a customer is emailing a business to inquire about a product, the email should include the product name, model number, and any other relevant information so that the recipient can quickly and easily understand the request.
Be Concise: Keeping emails concise allows the reader to quickly get the point without having to plow through a lot of extra information. Emails should be written in a way that is direct and to the point, using only the most important details. Don’t digress from the main point or use filler words. Use bullet points. Keep it short and simple. After all, ‘brevity is the soul of wit’.
For example, instead of writing “I’m writing to ask if you would be interested in attending a meeting tomorrow at 9:00 am,” it may be better to write “Would you like to attend a meeting tomorrow at 9:00 am?”
Correct: You certainly don’t want to lose your company’s reputation by sending out emails with spelling and grammatical errors. Be sure to proofread the email before sending it. Even minor errors can negatively impact the reader’s perception of professionalism and attention to detail. Using proper punctuation and capitalization is imperative to ensure your message is clear and easy to understand. For instance, using “your” instead of “you’re” can change the meaning of a sentence and confuse the reader.
Be courteous: Maintaining a courteous tone in emails is essential in creating a positive and professional impression. A well-written email should always contain appropriate salutations and sign-offs, as well as polite language and expressions. This demonstrates respect and consideration towards the recipient and sets the tone for the message. For instance, it is important to open emails with a salutation such as “Dear [Name],” and to close with a polite sign-off such as “Kind regards” or “Thank you.”
If you want to master the art of email writing, Cafe Converse is there to guide you.
Ms Sonu Goel is a professionally acclaimed certified ESL trainer from British Council having 15 years of strong background for teaching English language in both online and physical classes. She is dedicated to the teaching of English in an interactive and practical way, whereby learners feel enriched with knowledge and experience the language hands-on. She uses creative ideas and aids to let the learning happen as organically and efficiently as possible. Ms Goel has travelled various European countries and experienced an array of cultures and linguistic skills for the English language.