Importace of Email Reply

In business email replies are vey important but few companies don't give importance for writing an email replies, they reply late or don't reply at all. So in companies all employes must be taught the importance of writng a reply. It is beneficial to company as it conveys the professional image of the company, it improves the efficiency of the email and it  make the employees aware about the email risks will protect company from costly law suits. So always follow the important rules while writing a reply to an email.

Advantages and Disadvantages of Emails

Advantages

• It is easy to convey the messages and documents easier and quickly
• It is inexpensive way to send messages 
• I t is way of sharing information among number of people quickly and consistently

Disadvantages

• There is a high volume of spam or junk emails
• Face to face communication reduces
• non-verbal cues cannot be read

Response to Email

If you are sending any email it can be a response or reply email. So before writing any response emails follow some rules given below:

• Answer all the questions in order to avoid getting email again for unanswered questions
• Use proper spellings, grammar and punctuation
• Don't write in capitals it seems that you are shouting on that person
• Confidential information should not be send through email
• Don't reply to spam
• Don't copy any message  or attachment without a permission
• Read the email before you send it.

EmailAddress

In business good email addresses must be used which looks professional like using one's name. You can use the address that shows your skills. I t should be related to your job skills and carrier.
For example: BostonSalesExpert@email.com, janetotalqualitymanagement@email.com 

Bad email address is one in which person uses their nick name, tries to be funny or over smart. So try to avoid such email address in business. They are fine in your friend circle but they don't give any meaning outside the social circle. Some people use the address which emphasize politics like republicjane@email.com  

Example of good email

The example below is the correct way to address someone in business. It is the professional and formal way of conversation followed by rules of writing an email.

Example of a Good Email

Subject: Discussion related to management policy and reminder for deadline due. Dear Staff, It has come to the notice of the management, there are certain policies that are not expectable by most of the employees. These policies are bothering most of the employees and this is affecting their general performance. Although, most of us have a busy schedule, we shall bring up the policy plans during our next weekly meeting. It has also been found, the project is nearing its deadline and many have not yet completed their tasks at hand. Your problems and queries will be addressed in the next meeting as stated above. Thus, it will be better if we start concentrating on our project and give no opportunity to the client to complain. The management has full trust on its employees and we hope you will not disappoint us. Thanks, Benny Markos HR Manager Jackson Consultants

Example of Bad Email

Example of a Bad Business Email

Subject: Some points to discuss Hey people, We were thinking of changing a few things around the office. These things have bothered most of us and the management thinks it is time we take notice of these aspects. I know that we are all real busy but we should speak about these points in our next meeting. Also, many have not yet submitted the reports and the deadline is coming up in the next couple of days. So, make sure we all concentrate. Thanks, Benny Markos.

The above example is not professional. It is totally unexpected form of formal conversation. Although, one may have an informal atmosphere at  workplace, but when you write an email it should look professional. One should follow certain rules while writing an email.

Format of Email

The subject line of an email should be shorter and must describe the purpose of your writing an email. The business Email must be simple with the left margin. It should be brief and to the point.

For formal emails one should use a colon, after salutation. The space should be given before and after colon. Use correct name of person, in case if yo are addressing a client use Dear Sir or Madam. If you don't use sir or madam then there is need to type colon.

Next is the body, In business email one should include " what, when , why, where" all in 80 words. It should not be so lengthy because people don't have much to time to read long stories.

After your body you need to end the letter. You can write Sincerely or yours truly if you don't know the person. Type closing salutation after body, leaving one line. Don't miss comma after salutation. Type your full name in the next line.

Bad Emails

In business when the emails are send they must in proper format, send in the professional way. Few emails that we get are without the subject line so sometimes the person to whom the email is send don't even look at email, so a proper subject must be given that what this email is about. The bad emails are like bulky, sometime people write unnecessary things in the email by which the reader don't feel like reading your email so if the email is ore than 6-7 lines then just make the paragraphs. The proper ending must be given. In business if you are sending an email then never use the short forms for the words that looks so unprofessional.

So to avoid to send bad emails to anyone jut follow the proper format before you write any email because they say a lot about you. 

Good Emails

Good emails must include good subject, Heading, Body, Font and Closing.

Subject should be to the point and correct capital should be used. It should not be too lengthy. Correct heading must be used like Mr. Mrs. Sir. In body of good email paragraphs can be used and it should stay on the subject. The font should be black and Times New Roman. The Closing should include the overview of complete email. If  there are some attachments they should be related to body and the topic should be same as that of the email.