As a virtual assistant, we send and receive large amounts of e-mail every day. I can understand when someone is in a hurry or simply does not like to type. There are misspellings in their messages, with little consideration of punctuation and grammar. It is bad if the tone or meaning of the message is not clear.
There are some simple rules to be aware of, especially for business purposes when sending and receiving email.
1) Always include subjects. If you reply to another person's message, you can use one already in the subject line. However, when sending an e-mail, you must always include the subject line even if it contains words such as "January meeting" or "Follow-up from conference" or simple phrases.
2) Pay attention to punctuation and appropriate grammar. You may not be the fastest typist in the world, but by adding periods and question marks to which they belong you will clarify the message you are sending. Do not forget to use capital letters as necessary. The proper grammar will help the recipient of the message to understand exactly what you are saying.
3) Please do not use capital letters absolutely. "How are you?" I will show you as if you are shouting to that person. You can use uppercase letters in things like "ABC Oil Company", but it is not recommended to use it for other things.
4) You will reach the point. Your message should be short and concise. The fewer words you use, the better. No one has time to read long and long retrieved messages.
5) Please pay attention to the attached file. Attaching a huge file to an e-mail can be frustrating if the recipient struggles to open a message or if it takes a long time for the message to download to the e-mail program. Please pay attention to the size of attached document and reduce it as necessary.
6) Use plain text for the message. Certainly HTML messages may look nice, but everyone is more closely related to plain text no matter what e-mail program they use.
7) Please reply as much as possible, under the received message. When answering someone's question by e-mail you received, please scroll to the question you are asking or the questioning information and reply there. For example:
Original e-mail: "James, what is the name of the restaurant you took to the client last week? response: "Bedford Village Inn"
It is much easier to read from below:
response: "Bedford Village Inn" Original e-mail: "James, what is the name of the restaurant you took to the client last week?
8) Please check your spelling. In this case, the spell check function does not always work, please visually scan the message before sending it.
Keeping these hints in mind when sending and receiving e-mails, online conversations run more smoothly. It also improves productivity and saves time in the long run. Happy e-mail!
