Sentry Page Protection
An email is basically an electronic letter that serves the same purpose of a letter, to communicate. It is a digital message sent from one person to another, with the particular advantage of being able to add attachments and links. Like a letter, emails can be formal or informal, depending on the purpose, audience and context of the message. Generally, an email is used to communicate information, for example complaining about a problem, making requests and conducting professional and academic business. Types of ‘functional’ emails are: request, complaint, inquiry, application, confirmation, thank you, apology, announcements, attachment/ submission and follow up emails.
Checklist for an Email
- Subject Line - This should be short, very specific and reflecting the main point of the email.
- Greeting - Your salutation should be appropriate for your audience (formal or informal) and you should ensure that the recipient’s name is spelt correctly.
- Opening Line - Identify the main reason for writing or, if you are responding to a previous email, you should acknowledge the previous message.
- Main Message - Use short paragraphs for clarity and ensure that you stay on target with your message, avoid unnecessary details.
- Tone & Professionalism - Be respectful and courteous and avoid casual language.
- Call to Action - Clearly state what you want the recipient to do and make sure to include timelines and deadlines, where necessary.
- Closing Line - End politely and positively and repeat your appreciation.
- Signature - Include your full name, add your role, organization or contact details, where necessary.
Format & Example: Email
