An email is a short form of "electronic mail." It is distributed by electronic means from one computer user to more recipients through a network. E-mail messages are usually simple text messages, and attachments (such as image files and spreadsheets) can be included in them.
An email message can be sent to multiple recipients at the same time. In email terminology, cc stands for "carbon copy" and bcc stands for "blind carbon copy". The difference between cc and bcc is that carbon copy (cc) recipients are visible to all other recipients whereas those who are bcced are not visible to anyone. The cc: field is generally used to keep people in the circle with no expectation of a reply being required. The bcc: field is a way of sending emails to multiple people without them knowing who else is getting the email.
● In general
○ Do
■ have a subject line that reflects the content of the message
■ keep your email to three screens in length or shorter. This works out to be about one page on Microsoft Word, or 300 words.
■ close the email with your name and contact information
○ Do not
■ Use internet acronyms (OMG - Oh My God! TGIF - Thank God it’s Friday!, etc.)
■ all lowercase (i’'lI meet you in an hour) or all capitals (I'LL MEET YOU IN AN HOUR)
■ Use slang (OMG! Vivek is such an idiot!)
■ Use idioms (the boss always beats about the bush, or the meeting is held once in a blue moon.)
■ Write statements that speak for the entire organization, unless permission from your supervisor has been given.
Key Components of Professional Email
1. Subject
➢ You should always include a subject when sending an email. The subject should be relevant to the question or the information you need.
2. Greetings
➢ It is important to open your email with a greeting. Here are some examples:
■ Dear Sir/Madam,
■ Dear Mr Sharma,
■ Dear Sirs,
3. State your Purpose
➢ It is important that you make your purpose or question clear and always give the reader all the information they will need to help answer your question. You can state your purpose statement with:
● I am writing with reference to …
● I am looking for help with …
● I am writing to enquire about …
● Do you have any information regarding …?
4. Closing Remarks
➢ You should always give the readers some recognition, appreciation or thanks for the work they will do to answer your question, refer you to the right person or information they will give you. Here are some examples:
● Thank you for your help
● I look forward to hearing from you
● Thank you for your time
5. Closing with your name
➢ This last step always ends with one of the following:
➢ Best regards … (Insert your name)
➢ Sincerely … (Insert your name)
➢ Thank you … (Insert your name)
To: hrm.apple@hotmail.com
From: alkasharma@gmail.com
Subject: Application for Information Systems Technician
Dear Sir,
I am writing in response to the vacancy posted in The Kathmandu Post for the post of Information Systems Technician. Please accept my attached resume and cover letter as an application for this position.
My skills and experiences closely fit the posted job description, and I hope to hear from you soon.
Thank you,
Alka Sharma
Thank you email for a job interview:
To: hrdepartment.apple@hotmail.com
From: shambhavisharma@gmail.com
Subject: Thank You Message
Dear HR Manager,
I enjoyed speaking with you the other day at the interview for the Communication Officer. The job appears to be an ideal match for my skills, ambitions, and interests. The innovative approach to the corporate culture with strong sense of motivation for employees encouraged me to work in your company.
I will bring my communication skills, assertiveness, and ability to engage others to work in a cooperative way within the communication department.
Thank you for taking the time to interview me for the Communication Officer at Apple International Pharmaceuticals. I have a high level of interest in working for your firm and look forward to hearing from you.
Best Regards,
Shambhavi Sharma
Email for Salary Raise
To: executive.apple@hotmail.com
From: priyankaneupane@gmail.com
Subject: Regarding Salary Raise
Cc:
Bcc:
Dear Sir:
I have greatly enjoyed working for Apple International Pharmaceuticals over the last three years. During these years, I feel that I have become a valuable member of your team and I have contributed to projects in a significant way.
As an employee, I think I have given good performance to my assigned duty. As a result, I would like to have the opportunity to discuss increasing my salary so that it matches my current performance. Please let me know when is a good time for you to meet so that we can discuss this further.
Once again, I am grateful to be part of this organization that provides me with unique challenges and opportunities to continuously learn and grow.
Best regards,
Priyanka Neupane
Email to the boss about work progress
To: yajanbashyal@gmail.com
From: prwawehbk@gmail.com
Subject: Regarding the Work Progress
Dear Sir,
I am happy to let you know that the preparation of the Business Seminar that was assigned to me on August 1, 2023, is now nearing completion. Due to the hard work of our team, the preparation of the business seminar is expected to be completed on time. Based on the pace of work. I expect to have the entire project completed by 25 August.
The remaining elements of the mentioned task to be completed are as follows:
* Venue selection
* Invitation to experts
* Management of stationery items
Thank you for your continuous support and guidance and please do not hesitate to get in touch with any questions.
Regards,
Prawesh BK
A Complaint Email Regarding Reckless Driving of a Bus Driver
To: areatrafficmanglapur@police.gov.np
From: bhattacharyagirish12@hmail.com
Subject: Complaint Against Reckless Driving by a Public Bus Driver
The Traffic Police Officer,
Area Traffic Police Station,
Tilottama 9, Manglapur, Rupandehi
Dear Sir/Madam,
I am writing to you today to complain about the reckless driving of a public transport driver. On 15 August, I was travelling on a local bus named Jay Kamana Bus Sewa operated by Paschhimanchal Yatayat Sewa Pvt. Ltd. with the registration number Lu. 12 Kha 0202 from Butwal to Kotihawa. The driver of the vehicle was driving very recklessly, speeding and swerving in and out of traffic. He was also overtaking other vehicles dangerously, and breaking anytime in the midst of the heavy traffic for boarding and alighting passengers creating a hazard to other drivers.
I was very scared for my safety and the safety of the other passengers in the vehicle. I repeatedly asked the driver to slow down, but he ignored me. I even tried to get off the vehicle, but the codriver stopped me and other passengers from doing so.
I am very concerned about the safety of the public on public transport. This driver is a danger to himself and to others. I urge you to take action against him and to ensure that he is no longer allowed to drive a public transport vehicle.
Thank you for your time and attention to this matter.
Yours sincerely,
Girish Bhattacharya
Mobile: +977 98570*****
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