English Discussion

EnglishDiscussion

Characteristicsof an Effective Email

Emailsare mainly used in business communication between different parties.Various factors make emails effective in enhancing communication. Aneffective email should not over-communicate. A professional emailshould be short with a clear message. In this case, the communicatorshould go direct to the point since most people receive large volumesof emails thus do not have time to read long emails. This email iseffective since the human resource assistant used a short messagethat was direct to the point (Mind Tools Ltd, 2014). The message isnot long and complicated that make it easy for the audience tocomprehend.

Aneffective email should also have a good use of subject lines. A goodsubject line is essential since it grabs the attention of theaudience and summarizes the message in the email. In this case, thecommunicator should always use well-chosen and few words that informthe audience what the message in the email is all about. Well-writtensubject lines help delivering essential information without theaudience opening the mail (Mind Tools Ltd, 2014). In addition, a callto action message such as ‘kindly reply’ should also be includedin emails that need response. This email is ineffective since it doesnot have the subject line. The author of the email does not provide asubject to the email that summarizes the entire message. A preciseand clear message is required in this email to make it effective.

Aneffective email should also have a polite message. In most cases, amessage sent gives a reflection of one’s professionalism.Therefore, a certain level of formality, value, and attention todetail is required in order to enhance appropriate communication. Themessage in this email is not polite making it an ineffective email(Mind Tools Ltd, 2014). The author uses harsh tone to the audience,which is an indication of poor professionalism. To make this thisemail, I would employ polite language in addressing the audience.

Reference

MindTools Ltd. (2014). WritingEffective Emails.Retrieved July 27, 2014, from Getting People to Read and Act on YourMessages: http://www.mindtools.com/CommSkll/EmailCommunication.htm