Email was invented before the publicly accessible internet as we know it. Email was conceived as a means for computers to communicate with one another. Emails are routed to user accounts via several computer servers. They route the message to their destination and store them so that users can pick them up and send them once they connect to the email infrastructure.
The fact that email has great importance in modern business communication is undeniable. Email communication has become one of the most important business communications in every business. Every day, millions of emails are sent from companies to customers and clients, from employees to their managers and from one co-worker to another. There are several reasons for the preponderance of email when compared to other methods of communication.
In today’s context, e-mail is one of the communication tools that nobody can escape from. It doesn’t matter what your job is, at some point or rather, you would need to write an e-mail.
Why is it important to write e-mail well?
- Avoid misunderstandings
- Saves time
- Projects professional image
- Enhances credibility
- Build and maintain relationships
How do we ensure good business writing?
- Message is clear
- Message is complete
- Message is accurate
- Saves the reader’s time
- Builds goodwill
We have invited our highly sought-after business communication trainer Ms. Emma Jones to share with us on some of the tips in writing a good e-mail.
There are several benefits in using email as the main communication tool in your business. Every business should not neglect the use of the email.
- Email is sent and received almost instantaneously
Email is one of the fastest modern communication tools. Emails usually only take few seconds to reach the intended recipients. In turn, the continuous flow of relevant information makes employees and executives alike more efficient and productive, enabling quick responses to any issue that may arise.
- Email can be used as record keeping
Email messages remain in a user’s inbox unless deliberately deleted, and both stand-alone email software and webmail services offer a search function and filters that make tracking down a specific message only take a matter of seconds. This creates a virtual paper trail that is far more efficient than printed documents filed away in a drawer, making it extremely easy to extract important information from email communication.
- Email is low-cost
Email is one of the cheapest ways a business can use to communicate, both internally and externally. Small businesses can simply sign up for free email with providers such as Gmail, Yahoo or Hotmail; even for larger companies, the overhead cost of maintaining a dedicated email server is relatively low. The cost difference is especially striking when considering mass communication. For example, the cost of printing and delivering a set of marketing fliers or letter is usually higher cost than sending the information through email.
- Email acts as marketing tool
Email allows companies to efficiently and effectively spread information about their products and services, both to existing customers and potential ones. It is one of the most effective marketing tools as it would be able to reach out to many potential customers due to the widely used emails.
- Email promotes efficiency and productivity
Email can help increase productivity. Business owners can communicate with established distribution lists, automatically forward information based on a topic, or send information to specific individuals as needed. Most email software provides customization features you can tailor to the type of work performed, volume of daily email messages and the needs of the worker. Effective email use can reduce over-dependence on face-to-face consultations and meetings.
Besides knowing the importance of email communication, the next question is probably how should we ensure that our emails are readable to our intended recipients? In addition, how should we ensure that our emails are drafted professionally? We always need to ensure that we keep up the good habit to proofread our email content before pressing the ‘send’ button. We wouldn’t want to the portray a negative impression to other, right? 😊 All in all, it takes time to practice after a good guidance from the experts. Do not give up!