E-MAILS

E-mail stands for Electronic Mail or Electronic Mailer. The most commonly used feature of
the networks in the field of communication is e-mail. It is the transmission of messages from
one computer to another. Communication can take place between two to many users. It not
only sends the message in text format, but also we can add images, and documents in the
form of PDFs, videos, or other attachments.

Email writing is an essential part of professional communication.

It is not easy to get people to respond to your emails if they do not feel interested in your
message or proposal. This is exactly the reason why you should learn to write good emails.
Be bold. Get to the point right away. The best email communication is the one that is simple
and clear.

Email advantages

1. Productivity tools: Email is usually packaged with a calendar, address book, instant
messaging, and more

for convenience and productivity.

2. Access to web services: If you want to sign up for an account like Facebook or order
products from services

like Amazon, you will need an email address so you can be safely identified and contacted.

3. Easy mail management: Email service providers have tools that allow you to file,
label, prioritize, find, group,

and filter your emails for easy management. You can even easily control spam, or junk
email.

4. Privacy: Your email is delivered to your own personal and private account with a
password required to

access and view emails.

5. Communication with multiple people: You can send an email to multiple people at
once, giving you the

option to include as few as or as many people as you want in a conversation.

6. Accessible anywhere at any time: You don’t have to be at home to get your mail.
You can access it from
any computer or mobile device that has an Internet connection.

Needs of Email

Email has become an important and integral part for the people who are living away or

who has someone far away. For different persons the reasons are different towards

using email. In general the reasons are:

1) An email ensures faster/easier delivery of messages as long as email address is

correct.

2) It provides time-stamped proof of an interaction. Also, many email services (such

as Gmail) collate the conversation on the same subject into single threads.

3) It is more secure and inexpensive compared to other modes of communication.

4) It is easy to archive for future recall. Most of the email services provide search

facility through emails.

5) An email can be edited and rephrased as much as it is desired before sending to

the recipient(s).

TYPES OF EMAIL
1. Formal Email: A formal email is a professional email that is used for business or official
purposes. It typically includes a formal greeting, a clear subject line, and a professional sign-
off.

2. Informal Email: An informal email is a casual email that is used for personal or social
purposes. It may include a casual greeting, a brief message, and a relaxed sign-off.

3. Business Email: A business email is a type of formal email that is used for business
purposes, such as communicating with customers, clients, or colleagues.

4. Marketing Email: A marketing email is a type of email that is used to promote a product,
service, or brand. It may include promotional content, special offers, or news about the
company.

5. Newsletter Email: A newsletter email is a type of email that is used to share news,
updates, or information about a company or organization.
6. Transactional Email: A transactional email is a type of email that is used to facilitate a
transaction, such as a purchase or a registration.

7. Automated Email: An automated email is a type of email that is sent automatically by a

system or software, such as a welcome email or a password reset email.

8. Personal Email: A personal email is a type of email that is used for personal purposes,
such as communicating with friends or family.

9. Group Email: A group email is a type of email that is sent to a group of people, such as a
team or a department.

10. Sales Email: A sales email is a type of email that is used to sell a product or service, often
with a persuasive message and a clear call-to-action.

Disadvantages of email:

1. Information Overload: With the ease of sending emails, it's easy to get overwhelmed with
the number of emails received, making it difficult to prioritize and manage.

2. Time-Consuming: Reading and responding to emails can be time-consuming, taking away

from other important tasks and activities.

3. Lack of Personal Touch: Emails can lack the personal touch and emotional connection that
face-to-face communication provides.

4. Misinterpretation: Emails can be misinterpreted due to the lack of nonverbal cues, such
as tone of voice and body language.

5. Security Risks: Emails can be vulnerable to security risks, such as phishing, spam, and
malware.

6. Dependence on Technology: Emails require a reliable internet connection and technology,

which can be a disadvantage in areas with poor connectivity.

7. Difficulty in Conveying Complex Information: Emails can make it difficult to convey

complex information or ideas, leading to misunderstandings or miscommunications.

8. Lack of Feedback: Emails can lack immediate feedback, making it difficult to gauge the
recipient's reaction or response.

9. Spam and Junk Mail: Emails can be cluttered with spam and junk mail, making it difficult
to find important messages.
10. Record-Keeping: Emails can create a large amount of digital clutter, making it difficult to
keep track of important messages and documents.

11. Language Barriers: Emails can be a disadvantage when communicating with people who
speak different languages or have different cultural backgrounds.

12. Tone and Nuance: Emails can lack tone and nuance, making it difficult to convey
emotions or subtle messages.

13. Dependence on Written Communication: Emails require written communication, which

can be a disadvantage for people who prefer verbal communication.

14. Error-Prone: Emails can be error-prone, with typos, grammatical errors, and incorrect
information.

15. Lack of Accountability: Emails can lack accountability, making it difficult to track who has
read or responded to a message.

General format for writing an email

1. Header

- To: Recipient's email address

- From: Your email address

- Subject: Brief summary of the email

- Date: Date the email is sent

2. Greeting

- Formal: Dear [Recipient's Name]

- Informal: Hi [Recipient's Name]

3. Body

- Introduction: Brief introduction to the purpose of the email

- Main Message: Clear and concise message

- Supporting Details: Additional information to support the main message

- Call to Action: Request for action or response

4. Closing
- Formal: Sincerely

- Informal: Best regards

- Your Name: Your full name

5. Signature

- Your Name: Your full name

- Title: Your title or position

- Company: Your company name

- Contact Information: Your email address, phone number, and website (optional)

6. Attachments

- Files: Attach relevant files or documents

- Images: Attach images or graphics (optional)

Here is an example of an email format:

Subject: Meeting Request

Dear [Recipient's Name],

I hope this email finds you well. I am writing to request a meeting to discuss [topic]. I believe
it would be beneficial for us to meet and discuss [briefly mention the purpose of the
meeting].

The meeting would be held on [date] at [time] at [location]. If this time does not work for
you, please let me know and I will schedule an alternative time.

Please find attached a document that outlines the agenda for the meeting.

Best regards,

[Your Name]

[Your Title]

[Your Company]

[Your Contact Information]

Attachments: [File name]

Note: This is just a general format, and you may need to adjust it depending on the specific
purpose and recipient of your email.