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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.