Composing an email helps you get more information and annotated details about all kinds of queries. Suppose you want to attend an actuarial course but don't know which institution to attend. Therefore, I would like to ask some questions about the courses of some institutions.
How do you do that? You can call them and ask your question. But do you remember all the points and details told by them? What if I need those written records? You can do so by writing an email.
Composing an email is a way of communicating between two or more people. It is permanent and it is also a written communication. Composing emails is not necessarily for business communication. It is also for friends, family, or strangers. Writing email is a very flexible medium and has many purposes.
Email composition procedure
For informal email composing, you can use any language or style of speech of your choice. This depends entirely on the choice of author and email author. Formal email composition should focus on a clear and clear email language and other details. You must follow the format for writing emails, whether formal or not.
To write an email:
Elements for composing emails
There are several elements to creating a formal or informal email. Basic email should include these elements for a clear understanding. These elements
From
To
Cc
Bcc
Subject
Greetings / Greetings
Body
Closed
Attachment
Signature line
Let's examine these in detail.
How to write an email
From
This is where you can see the name of the person sending the email.
To
The recipient's name is displayed.
Cc
Abbreviation for carbon copy. It is that part of the email that is used to send the same email to other individuals. Other personal email IDs are visible to everyone.
Bcc
Abbreviation for blank carbon copy. It is that part of the email that is used to send the same email to other individuals without displaying their ID.
Subject
The title of the email is displayed. It clearly expresses the idea and reason for writing an email. It should be clear, simple, and short.
Greetings / Greetings
Writing an email always starts with greeting the recipient. Basic greeting words are Dear, Respected, Hello, Hi, etc.
Body
Contains the main content of the email. The body of the email should be clear and easy to understand. The first paragraph of writing an email should include the main idea and the reason for writing it. Below are paragraphs with other details about composing emails. The body of the email is categorized as follows:
Preface
Details
Conclusion
Closed
Shows the conclusion of writing an email. It basically indicates the need for suggestions and actions. The closing of the email shows the sender's expectations from the recipient. Always end your email with polite words such as thank you, warm respect, and looking forward to hearing from you.
Attachment
A list of documents attached to the email.
Signature line
This includes the sender's signature, name, and designation. You can also include other details such as contact numbers and addresses.
How to write an email?
The way to write an email is the same for each category. The choice of language and language depends on the type of email. Informal emails use friendly and casual language. The language used in formal email must be professional, clear, and formal. How to write an email.
Sample unofficial email writing format
Emails written for friends, family and relatives fall into this category. The use of polite, friendly and casual language with proper greetings and closings is part of the rules of informal email.
Sample 1:
Suppose you need to write an email to a friend to invite you to a birthday party.
Destination: XYZ
CC / BCC:
Subject: Invitation to a birthday party
Hello XYZ!
Hope this email will find you at your best time. I invite you to my birthday party at the ABC Hotel from 7pm to 10pm on November 3rd. The theme of the birthday party is "Pirates of the Caribbean".
Please join us. We have great time and fun together.
see you soon
LMN
Sample 2:
Sample semi-formal email writing format
Emails written for teammates and colleagues are semi-formal emails. You can use friendly language, but you need to maintain limits and dignity. Length, proper greetings, closing and clarity are some of the rules of semi-formal email.
Write a letter to inform your classmates about the university quiz competition.
Destination: XYZ
CC / BCC:
Subject: University quiz contest.
Hello everyone!
This is to inform you that the in-university quiz competition will be held at our university in Hall 01 from 11:30 am on November 25th.
Therefore, everyone is required to participate in the competition so that our division can win.
If you have any questions, please feel free to contact us.
Thank you
LMN
(Class representative)
Sample 3:
Sample formal email writing format
Emails created for business communication or business fall into this category. Emails written to government agencies, school authorities, companies, or executives are formal emails. Polite and formal language usage, reasons for writing emails, clarity, proper greetings and closings are some of the rules for formal emails.
Resignation email.
Destination: XYZ
CC / BCC:
Subject: Resignation
Dear Sir,
Please accept this email as a reminder that I will leave my position in this organization. According to company common sense, you must notify us one month in advance before you resign. I hope you will take my place within this period.
I am really grateful for the opportunity given to me to help me grow. I hope you and your company will be the best in the future.
What do you expect from my final work schedule and employee benefits? Please let us know if you need any of the above support.
Please kindly investigate the problem.
Thank you
LMN
(Project manager)
Key takeaways:
Blog is a word resulting from the simplification of the term weblog. we will define blog as an online diary. The one that runs the blog is named blogger. Blogs are websites which are regularly published various contents, like text, images, music or video, both are often dedicated to a selected subject as being quite generally. A blog may be a place where you'll share things you find interesting and useful not only to you as others. they will be held by one or more persons and usually have room for comments from your readers. Blogger is the name given to people who publish a blog and the blogsphere is the set of blogs.
The BLOG has been used both by companies and by professionals as how to rapidly disseminate their ideas during a simple and fast way. Basically, a blog may be a set of long or short messages which are referred to as Post. These messages are sorted in descending order of posting date. Blog enabled millions of people to have a voice and connect with others round the world.
Starting your own blog doesn’t have expensive. In fact, more and more people are starting blogs a day. It seems that almost every business features a blog these days. one of the features of blogs is that in general they have a very similar appearance, i.e., the user is limited with regard to visual change. Another feature of blogs is that the update frequency. Some are updated daily, others weekly, monthly, and in some cases, up to many times per day.
The popularization of this tool was such even the companies began to use it as a communication tool. Most companies, even those that don't work directly on the internet already has blogs to communicate with employees and customers.
Three words: writing, updating, and dialogue.
Writing
The biggest strength of blogs is in establishing dialogue with readers. For that dialogue to be successful, you need a blogger whose style, personality, and knowledge meet the needs of the audience.
Keeping the writing in your blog short, to the point, and useful
You don’t have to finely craft every word; in fact, levity and a casual, friendly style can serve you well.
Blog writing is all about openness, honesty, and information. Blog writing isn’t formal, so keep the tone conversational and personal. A blog isn't the place for business jargon or marketing propaganda.
Posting new material often
Most blogs are organized reverse-chronologically for a reason — it’s so you can’t miss the newest post. The blogging format lives and dies on current information.
Current doesn’t mean every few weeks. Current means posting often, even multiple times daily if you'll swing it. Many bloggers post several times a day; most post at least a few times every week.
Posting religiously has its benefits as well:
Don’t let your quality slip in your quest to post regularly. you'll drive readers away.
Gathering feedback through dialogue
Every company can benefit from knowing what its customers want, what they like about its products and services, and what they don’t like. Getting that feedback are often a nightmare, though. Focus groups are costly and time consuming, and may be conducted only in areas where you'll physically locate a group of appropriate people. Surveys also are time intensive, nothing to blink at cost-wise, and are hard to get people to return to.
Blogs can assist you gather feedback from your customers more cheaply and faster than almost the other technique. By tracking the feedback, you get on your own blog and reading what is said about you on other blogs, you usually have a current picture of just how your company is doing in the public’s perception.
A blog also can gather responses over time and provide a way to see changes in attitude and perception. If you're doing things right with your blog, your customers will jump at the chance to tell you what they and what they hate about your company, products, and services. These people know what they are talking about; they'll even know individual products better than you do.
Here are some top recommendations on how to blog for business professionals:
1. Your Customers Are Your Readers So Write for Them..
Writing a blog for your business is totally different to a private blog. In other words, it's NOT ABOUT YOU!!! Your business blog is about your business and your customers – would you believe! Always remember that the people that are going to read your blog are customers, and potential customers, so write for them. Your blog posts should aim to answer any possible questions they'll have and deliver new insights into your industry.
2. Plan blog content beforehand .
Phrase one: “There simply isn’t the time!” Phrase two: “I have no idea what to write about!” how many of you've got used these two phrases as an excuse for not having a blog? Be honest. Well brighten up lads and ladies for there's a solution: plan your blog posts. this may solve any excuses for lack of your time and ideas when the weekly calendar rolls around to blog-post-day (which should be a minimum of once every week by the way – more thereon later). With a touch of planning at the start of every month, you'll have enough ideas to keep the blog running for weeks.
3. Never Underestimate the Power of a Good Title.
Overlooking the power of a blog title may be a big no-no. It impacts on how a blog post is found in the search engine. the first thing a potential reader looks at is that the title. you need a long tail keyword headline that draws readers in and indicates what the post is about. Long tail key words consist of longer phrases that internet users enter in search engines in order to find out more specific information. Good ways to attract readers’ attention are to use action verbs and questions.
For example, notice how actionable the title of this blog post is indicating that you, the reader, will learn how to write a successful business blog. If I opted for a questioning title I could have gone for ‘Should You Add A Blog To Your Business Website?’ (The answer is ‘yes’ by the way).
4. Create Constructive Content.
Providing your readers with valuable content is vital to a successful business blog. It’s how of establishing your business website as a leading authority in your industry. Writing about what you know is that the easiest way to write.
For example, let’s say your business sells concrete countertops (yes, of course there are businesses for that!) which may admittedly be a dry subject but it’s your concrete business and you’re an expert on the topic. Write posts on the subject of choosing the right diamond pads for your concrete countertop, how fluctuating weather conditions can affect concrete, what concrete countertops appear as if around the world. you'll even veer away a bit and write something about how concrete is employed in art projects. It’s all relevant and interesting content…as relevant and interesting as concrete can be.
Also, if you give readers posts that are informative and answer any questions, they'll have had on the subject they're going to reward you by becoming loyal customers. Make your customers see that you are the concrete solution to their concrete problem.
5. Blog Little but Often.
Blog posts aren't essays, so keep them short and sweet. People online are more likely to scan website content so it’s important to make every single word count. As a guide, aim between 250 and 500 words per post. this is often just a guideline and not a rule. If it takes you 1000 words or more to urge a message across to your readers (just like this post) that’s absolutely fine. In terms of how often, the best practise is to blog at a consistency you think you'll maintain – once a week is good. Set each day to upload the post and stick with it. Search engines like new content and the more frequently you update your blog and website the higher your rankings.
6. Get the Whole Team Involved.
The blog shouldn’t be seen as one person’s sole responsibility. It’ll quickly become too overwhelming for that person and you’ll soon hear the 2 whining phrases outlined in point No.2. Give everyone a chance to write and share the responsibility of the blog. And once I say everyone, I mean everyone from the CEO to the tea boy. The simplest thanks to make this work is to draw up a blog rota every month. the different sorts of writing and the tones which will emerge from the number of people blogging will add more personality and ‘human’ depth. Plus, the more people you get to become bloggers, the bigger your pool of content ideas.
7. Be Inspired by Customers.
Remember that the customers are your readers. Sometimes customers have specific questions. Don’t just ask them in an FAQ section. Instead, answer the question by writing a post.
For example, your business sells concrete countertops (yes, seriously there are businesses out there that do that!) and customers you’ve dealt with within the past wanted to know the ways to form their concrete countertop look more interesting. you'll write a post outlining the choices available to them from imbedding coloured glass to making a mosaic pattern, creating a marble effect or using glow-in-the-dark aggregate. Question answered.
Research what customers are trying to find by using the search engine. check out search suggestions and related searches. Find keywords for your research. you'll use a tool like Google Ad Words Keyword Tool to seek out key word phrases that would turn into blog post titles which will drive more traffic to the blog.
8. Be Visual.
A simple technique to show potential readers into actual readers is to provide images. Photos, graphs, info graphics and videos have the power to communicate during a different, more instant, way than words. Images draw an audience in and supply a further point of interest to your posts.
N.B. Do also make sure any images you utilize for your blog are either yours or Creative images.
9. Reply to comments.
Invite your customers to leave comments whenever you post content. It’s how of getting free market research and customer insight, opinions, reviews and complaints. Always respond back to comments during a polite and civil manner, especially within the case with complaints. Treat them as constructive criticism, even if they're rather rude. Maintain A level of class with your comments. If you stay classy, your business will too.
10. Analyse your blog performance.
Use a web stats tool like Google Analytics to measure your website’s performance. It’s free and is quick to install. you'll use it to monitor how your blog’s performance is doing and get an idea of the ways people are finding your blog and what posts are the most popular. From all that information you'll judge what’s been a success and how you'll improve your future blog posts.
Key takeaways:
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