5 Tips for Easy Email
The objective of all emails is to communicate. The writer needs the recipient to understand. So s/he should make it as easy as possible for the recipient to understand the message. The writer is writing the email, not the recipient, right? It is the writer's job to write it well, not the recipient's! But often the recipient has to spend a long time and work very hard to understand a message. (This is not just a question of language.) Basically, sending "bad" emails shows no respect for the recipient and is not polite. The writer does a little work and the recipient does a lot of work.
So here are 5 tips on sending emails the best way possible, and making life easier for everyone.
Tip 1. Subject, Cc: and Bcc:
Two more fields at the top of your email are "Cc:" (carbon copy) and "Bcc:" (blind carbon copy). Any email address you add to the Cc: box will receive a copy of the message, and the original person you are writing to (the To: field) will see the email address that you sent a copy to. Any email address you add to the Bcc: field will also receive a copy of the message, but this time the original person you are writing to will not see this. S/he will not even know that you sent a copy to someone.
Tip 2. Use Attachments Only When Necessary
Inline text is the normal text that you write in an email. An attachment is a file from your computer (for example a Word document or .gif image) that you "attach" or add to your email. When someone receives an email with inline (normal) text, they can read it immediately. When they receive an attachment, they have to "open" the attachment with the right program (for example Word or PhotoShop). There are several problems with attachments, including:
Many people do not like to receive attachments. Usually, it is better to send inline text. Only send an attachment when it is not possible to send the information as inline text and you are sure the receiver agrees.
Tip 3. Don't YELL!
In No.1 the word has no "shape"...it is a simple rectangle. In No.2 the word has a shape...it goes up and down. When we read, especially when we read fast, we read the shape of words. We do not read each individual letter. The shape of "ENGLISH" is exactly the same as the shape of "SPANISH". But the shape of "English" is not the same as the shape of "Spanish". For subjects, it's sometimes ok to use capitals. But if you must make some words in the text more important, don't do it with capitals. Use asterisks, like *this*, or use bold.
Tip 4. Be Careful With Abbreviations
Tip 5. Sign Your Email