Most of us compose several emails every day, to our friends, clients, coworkers and employers. It’s important to note that how we write these emails communicates more than we might realize. Taking time to choose your words carefully is important in order to avoid any embarrassing miscommunication. What would your boss think if you ended an email with “Love?” Here are some tips on determining proper email language.Opening an Email Informal Composing a message to a close friend is best done in an informal tone. When writing an informal message, you don’t need to use much more than the recipient’s name. Even a simple “Hi,” will communicate a relaxed tone and let the reader know the email they are looking at is from a close acquaintance. Formal Use this tone when writing an email to a coworker or employee, someone with whom you are familiar but also professional. Consider opening your email with “Dear,” followed by the recipient’s name or a more formal greeting such as “Good afternoon” or “Good evening.” This communicates that you respect the reader but are also approaching them with a tone of familiarity. Respectful When writing to a higher institution, like a prospective employer, make sure and open your email with a bit more formality. Generally, you’d use this tone if the receiver were someone you were not previously familiar with. The best opening in this case is “To whom it may concern.” Using this opening communicates respect to the reader.
Closing an Email Informal Again, when writing to someone with whom you share a close personally history, you can end the email by simply writing your name or “Love,” followed by your name. This is informal and lets the reader know that you meant the message to be an intimate one. Formal End a formal email with “Sincerely,” or “Yours truly.” This is not as informal as closing with just your name, but it also communicates some kind of personal relationship. This is the best tone to use when communicating professionally with someone you work with on a regular basis. Respectful Ending a professional and respectful email in the proper tone is very important. As in a formal tone, you may end the message with “Sincerely,” or even “Regards.” Both should adequately communicate respect. However, if the content of the message calls for it, ending with “Thank you for your time,” lets the reader know you are grateful for the time they’ve spent reading your message. Communicating the correct message is all a matter of vocabulary, so when composing your next email make sure to use the right words to communicate your desired message. This will help ensure that your friends don’t fear that you’ve become melancholy drone or lead your boss to believe you’ve become a hopeless romantic. Choose the right words so that you send the right message.
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