In my previous section, we all see many advantages when using email correctly and effectively. My next question to answer is how to do. We cannot use email effectively if we don’t know what parts of an email are. So in this section, we will explore them all together.
Parts of an email message are:
- Sender (From)
- The Subject Line
- The Attachment
- The Email Body
- The Signature
- The Disclaimer
- The Style
I find the best way to show you how these parts look like and where they are is through below picture.
Now you have the idea what parts of an email are. You will find additional details of these parts below. It will help you know how to use or write email correctly and effectively:
- This is sender email address.
- Be aware to select the correct Sender Email Address where there are two email accounts or more in your Email program.
- People in “To” part is the people you would like to address the matter to.
- People in “To” part needs to have the attention and response.
CC (stands for Carbon Copy):
- The email is not addressed directly to people in “CC” and is not require or expected to reply.
- Sender want people in “CC” to see the copy of the email and to be aware of the matter in the conversation or simply to be aware of the conversation itself.
- Everybody in the “To” and “CC” part will see one another.
BCC (Stands for Blind Carbon Copy):
- Same as “CC”, Sender want people in “BCC” to see the copy of the email and to be aware of the matter in the conversation or simply to be aware of the conversation itself.
- The difference is the person in “BCC” will not be seen by “TO” and “CC” people or the other “BCC” people. But the “BCC” person will see the people in “To” and “CC”. That means the sender wants to inform the people in “BCC” secretly and doesn’t expect the “BCC” people to reply.
- The subject is like a headline in a BBC news or CNN news. It should grab recipients attention and let the recipients know that message in the body part is about.
- It is also important to have the reference information in the subject so that you can find the message later and distinguish between emails with similar subject.
- You can also add the due date of the action in subject.
- The attachment is mostly like a document, a picture… you want to send to recipients like your resume. And the file name should relate to the topic to avoid the confusion for recipients.
- Don’t use attachment in a careless way as most email account have limited email quota size and make sure you really attach the file if you say so in the email body.
The email body:
- The email body is the main email part that you would like to address the matter to recipients. So you should use the appropriate and active voice, keep the message focused, polite and brief enough.
The signature is to tell the recipients who you are, where you work, how to contact you… so it should include your name, your title, your organization, address, phone, fax, email, website.
The disclaimer normally appear at the bottom of email (below the signature) to deny the responsibility for something
Everything combines together becomes email style. It includes email layout, the fonts you use, your choice of word, etc. The email style will say something about your personality.
This is the end of this section. If you want to see more tips what we should do and what we should not do, please check my next section Dos and Donts.
If you want to know the content of the whole series, please check my introduction of Using Email Effectively.
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