The triumphal procession of e-mail began just over ten years ago. Initially, many of these forms of electronic communication still met with skepticism, but meanwhile the e-mail has become popular and has become an almost everyday and self-evident means of communication.
The fact that tons of e-mails are being written and sent daily could lead one to believe that no computer owner needs to learn how to write an e-mail, or require detailed instructions or tips.
In reality, however, this looks quite different, because apparently the modern electronic mail tends to take the rules of communication is not quite serious.
For business letters sent by e-mail, there are certain standards and, in most companies, in-house policies.
Especially private users who write e-mail, however, are often less likely to rate electronic letters than genuine letters sent by mail, and it does not matter if it’s a message to a friend or an invitation to a friend Celebration or an application.
From a linguistic point of view, an e-mail is not bound to a particular text form, which grants the author a certain amount of freedom. Nevertheless, etiquette should also be taken into consideration when writing e-mails, especially if e-mails are not just used for quick communication with friends. It is often only minor things that make an e-mail appear unprofessional and careless.
Instructions and tips to write an e-mail
One of the biggest pitfalls with e-mails is the e-mail address:
Fancy names, mysterious combinations of letters and numbers or keywords can sound funny and are also in order for purely private e-mail traffic. In most cases, an e-mail address is also used for other purposes, such as communicating with government agencies and potential employers.
In this case, a funny and imaginative e-mail address is no longer creative and original, but simply frivolous and unprofessional.
The same applies to the name that appears in the sender field:
Again, the sender should make sure that his first name and his last name can be seen, just to make sure that there is no confusion.
Another pitfall trap offers the subject line:
Similar to a real letter, its job is to tell the recipient what the following message is about. An e-mail also runs the risk that the message ends up in the spam folder due to an unfortunate or incomplete subject line.
Even if an e-mail is a fairly modern means of communication, the good old spelling and grammar rules also apply here:
This means that e-mails are not written in lowercase or uppercase only, and punctuation is also used in e-mails. As a little tip it should be mentioned that exceptional fonts and special characters may well be meant well and the e-mail may also give a nice look, but not be displayed on every computer.
Those who want to make sure that the recipient can actually read the content should therefore refrain from experimenting. The same applies to smileys, icons or other common characters and abbreviations in the net. These belong at best to the very private sector, but certainly not in professional and serious emails.
A big advantage of e-mails is that not only the messages but also various attachments such as documents and pictures can be sent. Not every recipient is happy, however, if a huge e-mail blocked his mailbox, also the maximum amount of data is sometimes limited so that too large e-mails reach their recipients in the first place.
This does not mean, of course, that every email has to look like a highly official business letter and every little typo should equate to a medium-sized catastrophe. But clear, clearly structured e-mails with neat phrasing and correct spelling leave a serious, polite and just positive impression.