Email

ØE-mail is 'electronic mail'. A new way of keeping in touch through writing is becoming more and popular today-electronic mail or e-mail.

Ø E-mails are sent through the computer. This means that the message can be conveyed much faster than conventional post (or 'snail mail).

Ø E-mail is used mainly for official and business purpose, though people are using it more and more to keep in touch with friends and relatives. Since e-mails use a computer, the writer has to work a within a few computer conventions.

Advantages of E-mail:

1. E-mail has several advantages. It is the quickest mean of transmitting message sending messages through ordinary post is just something very slow and rather old fashioned. It is no longer the in thing. Courier service is also slow. It can rarely do better than overnight delivery. Telephone has its limitations. Other telepathic services like tele fax, communicating word processors etc., are not options to E-mail but complementary services. Most modern E-mail systems allow messages to be delivered through telecom channels.

2. An E-mail message is free from disturbance. One can check one's mail box and receive the message at one's leisure.

3. E-mail does not depend on the availability of the recipient. As long as people keep checking their mail boxes regularly, the communication cycle continues to work properly.

4. E-mail communication saves us from time-zone inconvenience. One can send a mail message whenever one likes to do so. The person at the other end can receive it the next morning when he comes to work.

5. E-mail messages are supposed to be highly confidential and secure. The chances tampering with them are much fewer than in the case of message conveyed through conventional modes.

The following guidelines will help you write email letters:

Ø Use the To line for the recipient's email id; if there is more than one, the addresses can be separated by semicolons (:) the email ID of the sender will appear automatically in the recipient's copy.

Ø Use the CC (carbon copy) line to send copies of your letter to other people whom you want to keep informed.

Ø Use the BCC (blind copy) line for people who want to keep their privacy. The addresses you type here will not be seen by other recipients.

Ø Do not skip the Subject line. It must give a clear idea of the content of your message.

Ø Send files that you want to go with your message as attachments. The recipient has to download them in order to read or see them.

Ø Official email letters, especially if they are very formal, must have all the components of such a letter that is sent by post: sender's address, date, recipient's name and address, salutation, subject line, complimentary close, and sender's name and designation.

Ø Do not type an email in capital letters; it is considered the equivalent of shouting, and will offend the recipient.

Ø Do not risk writing anything highly confidential in your messages.

Ø As with formal and informal letters, the language you use in an email varies depending on the context.

Ø Use full sentences, correct grammar and punctuation and formal language for formal emails. Informal emails can be written in a more relaxed style.

Ø Avoid using abbreviations or short forms in emails unless it is an informal communication.

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