October 15, 2010 Category : Careers & Training
Ever thought how important an e-mail is in your life? When you apply for a job post online... the ignorance of not learning e-mail etiquettes almost kills you.
Ever thought, that when a company receives about a 1000 applications per hour than how is your e-mail gonna make a difference so that you are one of the considered candidates?
Before I start let me tell you the importance of knowing the format of writing an e-mail, because I know you might be thinking that what is the use of learning to write an e-mail in a format? Now, when a person see's your data organized he will be impressed by you, by the way of your presentation but if you appear to be clumsy enough by the way you present yourself... your chance may never ever come then.
So, for all those who are interested to learn; here is an e-mail writing tutorial which is the standard these days.
How good do you feel when somebody greets you? When you greet your teachers they always smile and reply back. The same goes for an e-mail. Greetings... yes they are a very essential part of an e-mail. The way you greet makes half the difference between you and the others.
KEY NOTE #1: one must always use the name of recipient in the greeting. This shows the level of your confidence.
DECIDING ON THE TITLE FOR GREETING
Ø Being formal: Mr. John Smith
Ø Informal: John
Ø Casual: John Smith
CHOICE OF WORDS (BODY)
The words used in the e-mail should be very comforting. They should never express anger in any case. It is always good to write down a positive mail and if not possible, one must write a diplomatic one. One must never write negative thoughts of comments in an e-mail. The sense of words indicates a lot about the personality of the sender. Use of SMS language is not feasible since it is not at all formal and shows a casual and careless attitude. There must not be more than a single space between two paragraphs.
Some of the abbreviations that are allowed to be used in an e-mail and which are acceptable world-wide are listed below:
· Approx. : approximately
· ASAP : as soon as possible
· Attn. : for the attention of
· Bcc. : blind carbon copy or blind copy to
· Cc. : carbon copy or copy to
· C/o : in care of
· COD : cash on delivery
· exc. : except
· FYA : for your action
· i.e. : id est( that is)
· K : thousand
· PA : personal assistant
· p.a. : per annum
· p.p. : per pro
· Pto. : please turn over
· Viz. : videlicet, namely
ENDING YOUR E-MAIL/ CLOSING
Sincerely, / Regards, one must keep a note of this as well.
Long gone are the days when we used to write: yours' sincerely/ yours' faithfully. These are no more in use now. One must be simple and short and sweet enough to captivate the others.
USE OF SIGNATURE BLOCK
This is a very essential part of the e-mail as well because it describes you. It must not be more than 3-4 lines. And a signature block is a must.
A signature block consists of your name, post, and the place where you are presently working.
A simple signature block may look like:
KEY NOTE #2: use 2 space (enter keys) between the greeting and the message or body of mail.
KEY NOTE #3: use 2 spaces (enter keys) between last sentence and closing of the e-mail.
KEY NOTE #4: use a single space between the closing and beginning of signature block.
KEYNOTE #5: use single spaces between the paragraphs.
The most important part of writing an e-mail is selecting the subject line of the mail. If the subject line is not affective and attractive at once your e-mail is clicked and sent to trash mails of the particular id. Hence, subject line plays a very vital role for any job applicant. It must be short and sweet and not to forget, it should be to the point. It should speak what is in the e-mail. Remember, a subject line is mapped. It is the essential part of applying online and if you know the trick you can never loose. Never use negative words in your e-mail or even the subject line. A sign of negativity means your application is rejected. Also remember always that, 80% of the e-mail applications are sent to the trash by looking at the subject line alone.
So, this is all about writing a good, effective, attractive, e-mail is you happen to apply for companies online.
I certainly hope that you might has gained a lot from this tutorial and learnt many new things.
Good Luck to all. My best wishes always.