Email Training – II

While composing an email message, you should follow some simple rules so that your emails make a good impression and help you achieve the response you want.

Email Etiquette is an important chapter, probably the most important chapter in any email training program. Here we shall discuss the email etiquette that you should follow while sending emails:

- You must be polite while sending mails. Usage of words like ‘please’ and ‘thank you’ are highly recommended because these words help in building and maintaining good professional relations with clients and the ones you are corresponding with through email.

- Your mail must be precise and to the point. You should not give long informal details in a professional mail and must learn to respect the value of your own and the recipient’s time. The sentences must be short and convey the idea quickly.

- When writing business emails, you cannot afford to make mistakes in grammar. Such liberties can be taken only when you are writing personal mails to a friend or family member. Business emails must have only relevant content and the language must sound professional. Avoid using abbreviations in your content if not required.

- Make it a practice to check the email content for mistakes, see if you have attached the correct files and recipient’s address before clicking on the send button. Sending incorrect information may result in miscommunication.

Email training – The risks involved in improper email writing

There are certain important procedures to be followed while using email as a communication medium. Email training will show you that if not adhered to properly, the company may face the risks given below:

* Confidentiality breaches can be the result of a poorly drafted email because the contents of a corporate email reflect on the business. Emails containing unprofessional terms will eventually create a negative impression on the recipient.
* Inappropriate use of the email system may also lead to decline in productivity.
* Emails records help in solving legal problems as they hold important evidence against the person/ company that has filed a wrong termination lawsuit against your company.
* Use of company email system for personal use and spam emails may waste bandwidth resources and lead to network congestion and down time.

Email training is an essential tool for today’s workforce. Most of these trainings are customized to the needs of the employees of the organization. Email training helps one make maximum use of the benefits of this wonderful online medium.