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Tips For Writing Effective Emails

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Email is the most popular form of written business communication. It is essential that it should be well written with a professional touch.

Writing Formal Mails

1.Begin with a greeting

Always begin your email with a greeting, such as “Dear Henry”. If your relationship with the reader is formal, use their family name (e.g. “Dear Mrs. Wright”). If the relationship is more casual, you can simply say, “Hi Name”. If you are not sure about the recipient’s identity, you can write Dear Sir/ Ma’am.

2.Subject line:

The mail should have a subject line summarizing briefly and evidently the contents of the message. It should state the purpose or objective of writing the mail. Use the subject line to grab reader’s attention.

3.Use simplified language

Do not clutter the email with too many technical terms. The mail should not have long sentences and complex structures. Keep your message short and clear. Try and follow the KISS technique (Keep it Short and Simple)

4.The recipient should be kept in the mind while writing emails

The tone of the email plays an important role. Usually it is observed that upward communication has an element of humility. On the contrary, the downward communication is laced with arrogance. It is recommended to keep the tone neutral while writing the emails.

5.Use Passive Voice

While writing emails, it is recommended to use Passive Voice. Using passive voice makes the language subtle and less direct.

6.Ascertain following the rules of Punctuation, basic grammar and spellings.

In this era of extensive texting, the basic principles of grammar have lost their sheen. People have become oblivious to punctuation and spellings. Since emails are formal communication, we ought to follow the punctuation rules meticulously. Do not type the entire mail in the Upper or lower case.

7.Try to use positive words

The writer should use positive words as it reflects on his / her attitude towards life.

8.Add your closing remarks

Before you end your email, it’s polite to thank your reader and add some polite closing remarks. You might start with “Thank you for your patience and cooperation” or “Thank you for your consideration” and then follow up with, “If you have any questions or concerns, don’t hesitate to let me know” and “I look forward to hearing from you”.

9.End with a closing

The last step is to include an appropriate closing with your name. “Best regards”, “Sincerely”, and “Thank you” are all professional. Avoid closings such as “Best wishes” or “Cheers” unless you are good friends with the reader.

10.Proof read the mail

It is recommended to proof read and edit the mail before pressing the send button.

 

Format of a Formal Email

1. Background

The default white background should be used for all emails. Colored backgrounds or scroll designs are deemed unprofessional and distracting.

2. Font

Preferred fonts are Times New Roman or Arial, font size-12.

3. Font Color

Font should be navy blue or black only.

4. Contact Details

Official contact information like name, designation, email id, contact number, company logo, and address of correspondence should be mentioned in the signature area. Personal statements are best avoided.

5. First Name and Surname

They should be mentioned in the same font as used in the body of the email, only two font sizes larger. Cursive fonts are not recommended.

6. Signature

The following information should be supplied in the same font and size as the body of the email.

  • Designation
  • Company Name & Address
  • Contact Number

 

EnglishMate is a chain of English Speaking Institutes by Hindustan Times that offers a range of courses to help you speak better English and get smarter.

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Collective Nouns (final)(

Collective Nouns

Collective nouns are names for a collection or a number of people or things. Words like group, regiment, and furniture are collective noun examples.

Using collective nouns in sentences can be confusing because at times it’s difficult to differentiate whether to use plural or singular verbs and pronouns.  For using verbs and pronouns correctly, identifying whether the collective noun refers to a group or unit working as individuals or in unison is important.

  • The class waited [singular verb] for its [singular pronoun] teacher silently.

(The class is acting as a single unit here. The students are all doing the same thing at the

        same time.)

  • The class began [plural verb] their [plural pronoun] classwork while they [plural pronoun] waited [plural verb] for their [plural pronoun] teacher.

(The students are a unit, but are acting as individuals — they each doing their own homework assignments.)

 Some examples of Collective Nouns are given below:

  1. an army of soldiers
  2. a bevy of beauties
  3. a band of musicians
  4. a band of robbers
  5. a board of directors
  6. a body of men
  7. a bunch of crooks
  8. a caravan of gypsies
  9. a choir of singers
  10. a class of pupils
  11. a class of students
  12. a gang of thieves
  13. a horde of savages
  14. a host of angels
  15. a line of kings/rulers
  16. a mob of rioters
  17. a group of dancers
  18. a group of singers
  19. a pack of rascals
  20. a pack of thieves
  21. a party of friends
  22. a patrol of policemen
  23. a company of actors
  24. a congregation of worshippers
  25. a crew of sailors
  26. a crowd of spectators
  27. a crowd of people
  28. a dynasty of kings
  29. a galaxy of beautiful women
  30. a galaxy of film stars
  31. a gang of crooks
  32. a gang of labourers
  33. a gang of prisoners
  34. a gang of robbers
  35. a posse of policemen
  36. a staff of employees
  37. a staff of servants
  38. a staff of teachers
  39. a team of players
  40. a tribe of natives
  41. a troop of scouts
  42. a troop of artistes
  43. a troupe of dancers
  44. a troupe of performers
  45. a party of friends

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