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2 Email Writing Learning Objectives

• Understand advantages, functions, purposes, pitfalls, and disadvantages of using email.

• Learn nuances of email content and style.

• Explore ways to improve efficiency in drafting effective standard emails.

12.1 INTRODUCTION

• Encounter an unintelligible email; highlights the decline in language standards.

• Many individuals resort to informal and non-standard English in emails.

• The need to understand consequences of poor language usage in communication.

12.2 EMAIL WRITING - REASONS FOR POPULARITY

Factors Making Email Popular

• Speed: Fast to compose and send to multiple recipients.

• Cost: Cheap method of communication compared to traditional means.

• Convenience: Ability to attach large files and communicate instantly.

• Modern Lifestyle: Fits into fast-paced lives, reducing wait times.

• Flexibility: Allows for varied tones and informal styles, though caution is required.

12.3 EMAIL WRITING - COMMON PITFALLS

Privacy Issues

• Emails can be intercepted by administrators or hacked.

• Personal information risks from insecure communications.

Casualness

• Informal tone may lead to inappropriate language usage.

• Overuse of abbreviations, emoticons, and poor grammar detracts from professionalism.

Ambiguity in Communication

• Lack of formal conventions leads to casual and ineffective messaging.

• Unclear messages can result in misunderstandings.

Sacrificing Quality for Convenience

• Impersonal and poorly constructed emails can confuse the reader.

• Tendency to avoid detailed and structured writing.

Unsolicited Emails

• Excessive junk mails can clutter inboxes and lead to communication overwhelm.

• Irrelevant messages can frustrate recipients.

12.4 EMAIL WRITING - GUIDING PRINCIPLES FOR COMPOSITION

Avoid Abruptness

• Begin emails politely to engage the reader properly.

Use Subject Lines Effectively

• Subject lines are crucial; they should give a clear idea of the email's content.

• Well-crafted subject lines improve the chances of the email being read and retained.