Good and Effective E-mails

As E-mail is a widely used tool for business communications, but a 2013 survey by Send mail, Inc., found that it has caused tension, confusion or other negative consequences for 64% of working professionals, as mentioned in article by Mind Tools Editorial Team. So it is a critical need to know how to write professional e-mails. Let us have a look at how a good and effective e-mail looks like. It should be with proper tone, no negativity, forward looking, using active and passive voice.

Here is an example from Business Communication: Process and Product Style Guide, Fifth Edition, which depicts the qualities of good e-mail (Guffey, 2016). This example relates to the example of bad e-mail which helps to better understand the difference between bad and good e-mail.

Example:

Date:       dd-mm-yyyy

To:           <ABC.com>

From:      <QUE.com>

Subject:   Salary Information Request

Dear Ms. Marcus,

The article you are now researching for Business Management Weekly sounds fascinating, and we are flattered that you wish to include our organization. We do have many outstanding young salespeople, both male and female, who are commanding top salaries.

Each of our salesperson operates under an individual salary contract. During salary negotiations several years ago, an agreement was reached in which both sales staff and management agreed to keep the terms of these individual contracts confidential. Although specific salaries and commission rates cannot be released, we can provide you with a ranked list of our top salespeople for the past five years. Three of the current top salespeople are under the age of thirty-five.

Attached is a fact sheet regarding out top salespeople. We wish you every success, and we hope to see our organization represented in your article.

Cordially

QUE

Executive Vice President

XYZ Company

Attachment: Sales Fact Sheet

This e-mail look professional as first body paragraph shows interest and transition sets up are explained. In second paragraph, explanation gives good reasons for refusing request. The subordination and passive voice is used and the refusal is also softened by substitute. The closing of the e-mail is also pleasant and forward-looking.

References

Guffey, M. E. (2016). Business Communication: Process and Product: Style Guide, Fifth Edition. Toronto : Nelson Education.