Tips on Business Email Writing and Emails in General
There are people who worry about the effect this will have on the workplace. Will people lose the art of conversation? Will it encourage an impersonal atmosphere? Regardless, e-mailing is here to stay.
Positive Characteristics of E-Mail
Messages are immediately available of screen and in print
Decisions can be made among several people without a meeting
Less Time is Needed
Less time is used to send identical messages to many people simultaneously, to send copies to others at the same time, or to forward information on to other interested parties at a later date
You can easily keep track of communication
E-mails typically tell receivers the date, time, and success of the transmissionNegative Characteristics of E-Mail
Immediate Email Transmission Can Be Bad
The immediate message of transmission often does not allow for adequate consideration of content, style, of tone—this can cause miscommunication and misunderstandings
Email doesn't take into account face to face feedback
Making decisions by e-mail can save meeting time. However, face-to-face interactive communication includes nonverbal behavior, immediate feedback, and the development of consensus. Such meetings can produce more effective and satisfactory decisions
Business Email can Create Ethical Issues
Making decisions or discussing confidential matters by e-mail can create ethical issues. If potentially damaging or unconfirmed grapevine material is sent, there is no guarantee as to how the receivers will use it. Also, e-mail can be misaddressed, resulting in problems and negative feedback
One interesting aspect of e-mail is that, although we all take writing courses in school, we typically have never been “formally” instructed in the appropriate way, time, and situation to send a message.
There seems to be a certain “anonymity” to sending an e-mail. Sometimes, people write aggressive, negative messages—writing things they would never say to someone. In a workplace setting, it is important that you refrain from this type of behavior.
If someone angers you, a good strategy is to wait a couple of hours—maybe even an entire day—before sending a message. Another technique is to draft an e-mail and send the message to a friend or trusted colleague and ask his/her opinion. One of the worst things that can happen to you in the workplace is to do something you will regret.
Below is the link for an excellent article on e-mail etiquette (“netiquette”).
http://www.writerswrite.com/journal/dec99/pirillo1.htm
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