3.3 E-Mail Writing: Writing Skills
- What is an Email?
Electronic
mail (also known as email or e-mail) is one of the most commonly used services
on the Internet, allowing people to send messages to one or more recipients.
Email was invented by Ray Tomlinson in 1972.
An email,
short for "electronic mail," is a method of exchanging digital
messages between people using electronic devices, typically through the
internet. It allows individuals to send and receive written communications,
files, documents, and other data quickly and efficiently to one or more
recipients who have an email address.
1. Sender : The person or entity who initiates
the email and composes the message.
When
someone sends an email, it travels through various servers on the internet
before reaching the recipient's email server. The recipient's email client or
webmail service then retrieves the email, and the recipient can read, respond
to, or forward it as needed.
Salutations
in email writing are greetings used at the beginning of an email to address the
recipient. The choice of salutation depends on the level of formality and the
relationship between the sender and the recipient. Here are some common
salutations used in email writing:
- Dear Mr. [Last Name]
- Dear Mrs. [Last Name]
- Dear Miss [Last Name]
- Dear Ms. [Last Name]
- Dear Dr. [Last Name]
- Dear Professor [Last Name]
- Dear Sir/Madam
- Hello [First Name]
- Hi [First Name]
- Good morning/afternoon/evening [First Name]
- Hi
- Hello
- Hey
- Greetings
- For a group or team: Dear [Team/Group
Name]
- For an unknown recipient: To Whom It May
Concern
- For a personal connection: Dear [Nickname
or First Name]
As with
any form of communication, using a respectful and appropriate salutation sets
the tone for the rest of the email and contributes to a positive and professional
interaction.
Email
writing manners and etiquettes are essential for maintaining professionalism,
showing respect, and ensuring effective communication in the digital world.
Here are some important guidelines to follow when writing emails:
The
operating principle behind email is relatively simple, which has quickly made
it the most popular service used on the Internet.
Email is
used for various reasons due to its numerous advantages and practical
applications. Some of the key reasons why people use email include:
1. Communication : Email is an effective and
efficient way to communicate with others, whether they are individuals,
colleagues, customers, or business partners. It allows for the exchange of
messages, ideas, and information across the globe in real-time.
2. Instant Communication : Email enables
near-instantaneous communication. Once an email is sent, it reaches the
recipient's inbox within seconds, facilitating rapid exchanges of information.
3. Asynchronous Communication : Unlike phone
calls or real-time chat, email allows users to send and receive messages at
their convenience. This makes it easy to manage communication across different
time zones or during busy schedules.
4. Formal and Professional Communication : Email
is commonly used in professional settings for sending formal messages, business
proposals, job applications, and other official correspondence.
5. Documentation and Record-Keeping : Email provides
a written record of conversations, making it easier to track discussions,
agreements, and decisions. This documentation can be valuable for reference
purposes or in case of disputes.
6. File Sharing : Users can attach files,
documents, images, and other media to emails, making it a practical way to
share information and collaborate with others.
7. Cost-Effective : Sending emails is generally
much cheaper than traditional postal mail or courier services, making it an
economical choice for communication.
8. Global Reach : Email transcends geographical
barriers, allowing people from different parts of the world to connect and
communicate effortlessly.
9. Automation and Reminders : Email can be
integrated with various tools and platforms, enabling automated responses,
reminders, and notifications.
10. Personal Use : Besides professional purposes,
email is widely used for personal communication with friends, family, and
acquaintances.
11. Marketing and Business Promotion : Email
marketing is a popular method for businesses to reach their customers, promote
products or services, and build customer relationships.
12. Subscription Services : Users often subscribe
to newsletters, updates, and mailing lists to stay informed about topics of
interest.
Overall,
email remains a versatile and valuable communication tool in both personal and
professional contexts, facilitating efficient and reliable information
exchange. However, with the increasing use of instant messaging and social
media platforms, some people may opt for alternative methods of communication
depending on their preferences and specific needs.
As with a
traditional postal service, for your message to reach your recipient, all you
need to know is their address. Its two main advantages over "paper
mail" are the speed at which the email is sent (practically instantaneous)
and the lower cost (included with the cost of an Internet connection).
· What's more, email can be used to instantaneously send a
message to several people at once.
- · E-Mail Writing Format:
•
To:
•
From:
•
Subject line:
Referred
by [Person's Name] for [Informational Interview, Discuss XYZ, etc.]
•
Salutation
Use an
appropriate salutation.
Dear
Mr./Ms. Last Name or Dear Hiring Manager:
•
First Paragraph
The first
paragraph of your email should include information on why you are writing. Be
clear and direct if you are applying for a job, mention the job title. If you
want an informational interview, state that in your opening sentences.
•
Middle Paragraph
The next
section of your email message should describe what you have to offer the
employer or if you are writing to ask for help, what type of assistance you are
seeking.
Keep it
concise and flawless with relevant punctuation.
•
Final Paragraph
Conclude
your email by thanking the employer for considering you for the position or
your connection for helping with your job search.
·
Email Signature
·
First Name, Last Name
·
Email address
·
Phone
·
How to CC and BCC properly:
The
carbon copy (CC) and blind carbon copy (BCC) tools are tricky. Sometimes
they're useful, but if used improperly, they can be problematic.
Writing a
formal email as a student is essential for various purposes, such as reaching
out to teachers, professors, potential employers, or for official communication
within educational institutions. Here's a standard format to follow when
writing a formal email as a student:
To: xyz@gmail.com
From: pqr@gmail.com
Thank you
for considering my request. I look forward to your guidance and the possibility
of working together. Please feel free to suggest a convenient time for a
meeting if that would be suitable for further discussion.
Jane Doe
Biology
Student, ABC University
Email:
jane.doe@email.com
Phone: 1234445550
```
• Resume / CV / Biodata.
Resume:
•
Resume is a French word meaning "summary".
•
A resume is ideally a summary of one's education, skills and
employment when applying for a new job.
•
A resume does not list all details of a profile, but only some
specific skills customized to the target job profile.
•
It thus, is usually 1 or at the most 2 pages long. A resume is
usually written in the third person to give it an objective and formal tone.
C.V. Curriculum Vitae:
•
Curriculum Vitae is a Latin word meaning "course of
life".
•
It is more detailed than a resume, generally 2 to 3 pages, or
even longer as per the requirement.
•
A C.V. lists every skill, all the jobs and positions held,
degrees, professional affiliations the applicant has acquired, and in
chronological order.
•
A C.V. is used to highlight the general talent of the
candidate rather than specific skills for a specific position.
Bio-data:
•
Bio-data is the short form for Biographical Data and is an
archaic terminology for Resume or C.V.
•
In a bio-data, the focus is on personal particulars like date
of birth, gender, religion, race, nationality, residence, marital status, and
the like.
•
A chronological listing of education and experience comes
after that.
The difference between Resume / CV / Biodata.
- Length
: Resumes are typically concise and limited to one or two pages.
- Focus
: They emphasize a person's relevant work experience, skills, and achievements.
- Purpose
: Resumes are commonly used in the United States and Canada for job
applications, internships, and some graduate programs.
- Format
: Resumes often follow a reverse-chronological order, listing the most recent
work experience first.
- Customization
: Resumes are usually tailored for specific job applications, highlighting
skills and experiences relevant to the desired position.
- Length
: CVs are more comprehensive and can be several pages long.
- Focus
: They provide a detailed overview of an individual's academic background,
research, publications, and professional experiences, including teaching and
research positions.
- Purpose
: CVs are commonly used in Europe, the United Kingdom, and other countries for
academic positions, research opportunities, graduate programs, and in some
cases, job applications.
- Format
: CVs typically follow a chronological order for academic and professional
experiences, and they may include sections such as research interests,
publications, conferences, and grants.
- Customization
: While some tailoring is possible, CVs are generally more static and include a
comprehensive overview of one's academic and professional accomplishments.
- Length
: Biodata can vary in length but are usually shorter than CVs and may be
limited to a few pages.
- Focus
: Biodata provide essential personal information about an individual, including
their name, age, date of birth, family background, education, occupation, and
sometimes hobbies and interests.
- Purpose
: Biodata are commonly used in India and South Asian countries for marriage
proposals, job applications (especially in government sectors), and other formal
purposes that require background information.
- Format
: Biodata may not follow a specific format, and the content can vary depending
on the purpose of the document.
- Customization
: Biodata may not be heavily customized, as their primary focus is to provide
an overview of personal details and qualifications.
It's
important to note that the use and expectations of these documents may vary
across different industries, countries, and cultures. Therefore, individuals
should adapt their documents accordingly to suit the specific requirements of
the target audience.
[Your
Name]
[Your
Address]
[City,
State, Zip Code]
[Your
Email Address]
[Your
Phone Number]
[Write a
brief statement outlining your career goal or the specific position you are
applying for.]
[Degree,
Major, University/College Name, Location, Year of Graduation]
[Job
Title, Company/Organization Name, Location, Dates (Month, Year)]
-
Responsibilities and achievements in bullet points.
[List key
skills relevant to the job, such as programming languages, software
proficiency, etc.]
[List any
notable achievements or awards relevant to your field.]
[List any
relevant activities or involvement outside of academics or work.]
[Include
"References available upon request" if necessary.]
```
[Your
Name]
[Your
Address]
[City,
State, Zip Code]
[Your
Email Address]
[Your
Phone Number]
[Degree,
Major, University/College Name, Location, Year of Graduation]
[List
relevant academic achievements, such as thesis titles, research projects, or
academic publications.]
[Job
Title, Company/Organization Name, Location, Dates (Month, Year)]
-
Responsibilities and achievements in bullet points.
[List any
research positions, projects, or publications.]
[List any
teaching or mentoring roles, including courses taught and responsibilities.]
[List
technical and non-technical skills relevant to your field and profession.]
[List any
published papers, articles, or books.]
[List any
conferences attended or presentations given.]
[List any
research grants received or awards earned.]
[List
memberships in professional organizations or societies.]
[Include
contact information for references or state "References available upon
request."]
3. Biodata Format :
[Your
Name]
[Your
Address]
[City,
State, Zip Code]
[Your
Email Address]
[Your
Phone Number]
[Date of
Birth (optional)]
-
Father's Name:
-
Mother's Name:
- Marital
Status:
-
Languages Known:
-
Hobbies/Interests:
[Degree,
Major, School/College Name, Location, Year of Completion]
[Job
Title, Company/Organization Name, Location, Dates (Month, Year)]
-
Responsibilities and achievements in bullet points.
[List key
skills or expertise relevant to your profession.]
[Include
any other relevant information about yourself.]
```
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