What Should Be Considered In E-Mail
Correspondence At Work?
SUBJECT TITLE FOR THE MAIL
A subject title should be determined to suit the message content. This title should summarize the message content. An average of 3-4 words is sufficient.
Sending mail with the correct title also helps find emails from the archive in the future.
It will be much easier to find a mail with a correctly written
title in the archive in the future.
The first letter of each word should be capitalized.
Constantly using expressions such as "Urgent",
"Critical", "Incredibly Important" in the title will cause
mail recipients to become numb to the subject after a while, as they constantly
see these expressions, and will perceive the subject as a quite normal issue.
And when a really urgent job comes up at the end of the day, people will do
this job at the same pace as the others because they are used to the urgency of
every task. And this will affect us negatively.
THE MEANING AND IMPORTANCE OF ADDRESS LINES IN MAIL SENDING
In both Microsoft Outlook and other mail applications, there
are three address fields determined according to need for sending mail. If we
do not place the recipients in the correct fields when sending mail, it is
highly likely that there will be confusion. The most frequently used terms in
e-mail sending are as follows.
From: It refers to the person sending the mail, that is, it
refers to us.
To: The main addressee to whom the mail should be sent.
CC: People who are not directly "addressees" in
the e-mail, but whose information would be useful about the subject, are added
to this field. For example: An employee from another department who is interested
in the subject. CC stands for "Carbon Cop".
BCC: It is confidential mail. The exact same mail sent to the people in the "CC" and "TO" fields is also sent to the people in this address. The main feature of this method is that people in the "TO" and "CC" fields cannot see the people in the "BCC" field, but these people can see the people in the "TO" and "CC" fields. If some contacts need to be hidden for e-mail purposes, it would be better to add them to the "BCC" section. BCC stands for "Blind Carbon Copy".
REPLY — REPLY ALL
Reply: This is the message we send in response to the person
who sent us mail. With this method, we only send a reply to the sender of the
mail.
Reply All: This is the method of replying to the mail sent
to us, including the people listed in "TO" and "CC".
Everyone sees our message.
SENDING AN E-MAIL ATTACHMENT
Whenever we want to send an attached file to any person we
want to mail, we need to make sure that we are sending the right file to the
right person.
Another important part about sending mail with attachments
is to send the attached file directly without including a message in the mail.
Just sending an attachment may make the other person think that he/she does not
care about him/her and that the work in question may not be done, may be done
late, or may be done incompletely. Instead, you can win the mail recipient's
heart with a nice message that will make them happy, and get things done much
faster and smoothly.
EVERY MAIL MUST START WITH AN INTRODUCTORY SENTENCE
Just like in our daily lives, we should not go directly to
the topic in our communication with the other party, and start the mail with a
greeting such as "Hello" or "How are you?" When
communicating with people, depending on the situation, greeting, getting to
know yourself, and asking how you are is considered a better introduction to
the subject. Directly to the other party, “Do this!”, “Can you do this?” Saying
this will make the other party feel worthless and disturb them. You should make
the other party feel that you are a human, not a robot, and that you are
talking to them in a sweet way.
Another important issue in mail writing is the way of
addressing nouns. Showing too much sincerity to the other person may make them
uncomfortable. It would be better for us to be a little professional and
serious. It would be much better to add "Ms." and "Mr."
after the name.
SPELLING RULES
It is very important that we comply with spelling rules in our official business correspondence. We should not carry the language of correspondence, which is called "conversational language" in private life, into business life, as well as swearing and slang used in street language. If we do this, we won't have any respect on the other side, they won't take us seriously. The closer we get to formality and seriousness, the more comfortable we feel.
HALF-WRITTEN EMAILS SHOULD NOT BE SENT
Sometimes in our correspondence life, we may leave the topic
we explained in our e-mail unfinished and press the "Send" button.
This situation will undoubtedly result in regret for us and lack of
communication/understanding for the other party. To avoid this problem, we must
first write the title and content of the e-mail. After we finish writing your
message, we write the e-mail address we will send to the "TO"
section.
VERY CARE SHOULD BE PAID TO FONT SIZE
In written language, sentences generally written in all capital letters express loud appeal and a state of nervousness. Maybe we will write the entire sentence in capital letters so that the other party can read it more easily, but this may make the other person think that we are sending an e-mail in an angry manner and may hurt him/her.
Also, when we are angry, it will be to our benefit not to send e-mails, just like not talking. It is highly likely that we will feel regret when we calm down after an e-mail sent out of anger.
ANSWER TO EMAILS SHOULD NOT BE DELAYED
Emails answered late may lose their importance and value and cause work to be delayed. Of course, this situation will not be welcomed by the person on the other side.
If we are in a situation where we cannot respond to the e-mail in question for a long time, it would be appropriate to contact the relevant person by phone and inform them.
E-MAIL MUST BE CLEAR AND UNDERSTANDABLE
The e-mail should not be written unnecessarily long; short,
uncomplicated and simple sentences should be included.
If our post will be long, it should be written in maximum 3
paragraphs.
Care should be taken to ensure that punctuation marks are
not written incorrectly in a way that may cause confusion in the meaning of the
sentence and wrong meanings may be inferred.
If we are requesting a revision or a job from the other
party, we should try to express it in bullet points rather than in plain text.
For example; Let's turn off the servers, Let's delete the e-mail accounts, Let's install 10 Windows 7 computers.
MAIL SIGNATURE IS IMPORTANT
It is important that we have a signature, even if it is
extremely short and simple, at the end of the email we send.
Containing too much unnecessary information in a signature
can be annoying. In the signature, your name and surname, usually starting with
a capital letter, title, department/unit, telephone number and mailing address
will be sufficient.
Thank you.