A Practical Guide To Business Writing: Writing In English For Non-Native Speakers

Chapter 3

Business E-mails

Today, it seems everyone is using e-mail for business communication. It is a quick, easy, flexible and fast method of communication.

In this chapter you will learn about e-mail techniques that are aimed at helping you communicate more effectively in the workplace.

Effective E-Mail Techniques

1. Write a clear subject line

2. Use the “cc” button

3. Use Out of Office Assistance

4. Use attachments for long documents

5. Keep your message short and to the point

6. Don’t use e-mail for immediate action

7. Use the spell check

8. Use courteous language

9. Provide an action statement when necessary

10. Identify yourself clearly

11. Don’t overuse abbreviations

12. Don’t use all capitals when typing

1. Write a Clear Subject Line

Write the subject lines clearly to let the recipient know what the message is about. What you write in the subject lines should reflect the content of the e-mail.

See the examples below on clear and unclear subject lines.

Example 1

Subject:	Seminar (Not Clear)
Subject:	Security Management Seminar held by Siemens (Clear)

Example 2

Subject:	Photocopy Machine (Not Clear)
Subject:	Authorization for Photocopy Machine Purchase (Clear)

Example 3 ...