Key Points for Communicating Successfully through E-mail – Assignment Example
The paper "Key Points for Communicating Successfully through E-mail" is a delightful example of an assignment on information technology. The use of electronic mail or e-mail in organizations has become a necessity for communicating with internal or external parties. However, it is also necessary to educate users about the do’s and don’ts of e-mail correspondence. There are several e-mail etiquettes that users must be aware of in order to effectively use the function. Since e-mail communications do not require face-to-face conversations, verbal and body language cues are lost. Thus, senders need to ensure the tone of language used does not pose offensive or give the wrong signals to the recipient. This includes the correct use of words, punctuations, salutations and avoiding the use of caps because it signifies shouting in the e-mail. The e-mail content should be brief and concise and should address the subject content. The subject message should also be able to inform recipients of what the e-mail is about. It is recommended to indicate the response that the receiver should take and senders should state their contact details to allow receivers to respond with ease. For formal e-mails, it is good to make a habit of using spell checkers before hitting the ‘send’ button and double-checking the e-mails are being sent to the correct recipient. When sending attachments, it is good to inform recipients when the file size is very large as this takes up a lot of space and may cause other e-mails to bounce back or result in errors in sending. Files should also be sent in a format that the recipient is able to open. Users must refrain from mass forwarding e-mails because chances are, these will be filtered and end up in the junk folder. Spam e-mails can also flood the recipient’s inbox unnecessarily. Lastly, as an act of courtesy, e-mails must be checked and cleared regularly.