Sending Mail: Points To Remember
Written by Anurag Bhateja on November 5, 2009 – 10:14 am -E-mails, without any doubt, a part of our daily routine which makes our life very easy. When e-mails were started, they were often taken as casual mails but now a days professional emails are used just as we used to do mailers to our clients and other people with whom we deal with. If you remember, your school Language teacher used to teach you how to write formal and informal letters. The time has changed and we are using emails for the purpose but still some people do not use the basic rules of writing a mail.
Emails also have To, From, Subject, Body and option to add signatures but somehow we are just so casual that we do not bother to write things specifically especially in formal mails. I am here presenting a small point to remember list for you. I do not know how much they will help you but in hope it will here I go 
Emails are just like regular paper mails which we write. They also have informal and formal formats. First lets talk about informal mails as they just need a little of explanation.
Informal Mails: While writing informal mails via emails, you just need to keep one thing in mind that if you are asking about something specific in mail then please describe it in subject in 2-3 words as normally informal mails are of least priority. Keeping just this point in mind, you can write the mail in the way you want. You can even close the mail in one line!
Now lets count on the formal mails:
- Always use proper subject: Hello Sir, Information, Quote etc won’t work. Be specific. For e.g. if you are sending quote for say xyz project then write “Quote for XYZ“.
- Always greet properly: While starting mail always write, Sir or Madam or Mam and if you do not know who is reading the mail then write Sir/Madam or Respected Sir/Madam or whatever you like to greet with. You can also mention “Accept our warm greetings” or a phrase like this.
- Always mention previous conversations: If previous conversations over phone or during a meeting need a mention in the mail, please specify. Like “In reference to our telephonic conversation on so and so date“.
- Take care of changes in attachments: This is very important as I have faced issues many a times. If you are sending attachments to someone and has changed some matter in the attached file then neither keep the same name as of the last attachment sent nor send the email without mentioning it in mail. Otherwise there is a possibility that your new attachment goes unnoticed.
- Always use signatures: Signatures in email are not like the signatures you do on your cheque book. Use a good format in your signature. Add your name, company name, designation, website address (if any), address(if required) and phone number.
I hope they will help a bit. Keep mailing and keep reading
Take care.
Tags: emails, ethics in email, ethics in mail, formal email, informal email, points to remember while sending email, send email, sending email
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