Introduction
The intention of this response paper is to provide a summary of main points and my reaction to the article “Email: Before you Hit Send.”
In a technologically advanced world, the use of emails has become rampant and it is important to consider certain aspects before hitting the send button. The articles main points are divided into eleven (Anonymous, 2002):
Choose the right style: depending on the nature correspondence and the mail receiver, the email should follow either a formal or informal approach.
Be cautious with content: classified and confidential information should not be sent via email in addition to mails that could offend others or embarrass you when retrieved. The need to be cautious with content is also mainly because as a user you do not control distribution, part or the whole message can be forwarded, messages can inadvertently be sent to the wrong person(s), you never know who is included in the correspondence using the bcc feature and most organizations monitor outgoing and incoming calls.
When to use email: this is a question of policy and corporate culture whereby before sending an email one must consider individuals to communicate with, the degree of urgency and the nature of the information. Before choosing when to use email, it is also important to ask about people’s preference for correspondence within and outside the organization in addition to the fact that not everyone frequently reads incoming mail.
When not to use email: also guided by circumstances, at times email are not the best strategies to communicate hence the need to make phone calls, face to face visits or regular mail.
Make it easy on readers: this would involve using a subject line, breaking paragraphs with a line space and avoid use of special formatting. Attachments are used for formatted messages; correctly label attachments while at the same time avoid attachments whenever possible. It is important to limit messages to a screen, minimize replies that include previous messages, clean up messages before forwarding, use the out of office notification, avoid emoticons and use abbreviations prudently.
Be formal in formal email: guideline should be followed when sending emails for formal correspondence within and outside your organization.
Be appropriate with greetings: depending on the norms of the corporate culture, email greeting depend on the situation and how well you know the recipient. Avoid starting business email messages without any greetings.
Sign off: although email systems include the sender’s name, it is still important to sign off with your name in the business correspondence that provides the receiver with information they require to know about you plus a closing which should mirror your greeting in tone.
Be smart about email: it is important to ensure your correspondence works for you by spell checking and proof reading. Avoid emotional emails, don’t write in capital, use recipient notification, respond promptly, refrain from using the exclamation mark and print it out just incase systems go down.
Use cc and bcc appropriately: cc allows other people other than the primary recipient to see an email and allows everyone on the routing to know who else received the mail. Bcc on the other hand allows the sender to share information without other people on the routing knowing.
Watch out for viruses: it is important to be cautious about opening attachments or emails that may contain viruses as this can wreck havoc in the organization’s system.
Agree/disagree and perceptions
I conform to the suggestion that certain aspects need to be examined before sending either a formal or informal email. Different organizations such as Yahoo and Google provide the email application with almost similar features to ensure we effectively communicate over the internet. It is important for the email sender to be aware of the different email aspects that when considered and polished will enable you put the best foot forward.
Synthesis
Research studies indicate that email users do not assign it the importance it deserves leading to misunderstandings and embarrassment when retrieved. In other instances, some messages are not well understood or sent emails contain viruses because they are intercepted before they reach the designated receiver. Emails are either formal or informal sent within or outside an organization. The article’s breakdown of important aspects to consider before sending an email is important to enlighten users of different features that can enhance their image to the receiver. By sending a simple and well-expressed email, effective communication takes place as well as an individual’s outlook amongst receivers.
Personal experience
As an email user to submit academic work and communicate with my colleagues, it has been my experience that the feature is very important in our social, professional and academic lives. It is important to effectively design an email so that it effectively communicates the intended information and creates the intended information by considering all the major points summarized in the article.
Conclusion
Despite the approach an email sender decides to use, the end result is that it should effectively communicate. The email sender should consider the different aspects discussed and it is important to master them on their finger tips and utilize them more often as you never know when one of the management team will come across your sent mails.
References
Anonymous. (2002). The Business Style Handbook: An A to Z Guide for Writing on the Job with Tips from. Email: Before you Hit Send. Wesley Publishing Inc.
