As humans, we always interact with one another almost every day. This interaction is typically physical, however, since the advent of the internet, we have resorted to a seemingly easier way of interaction through social media platforms and other networks. An Email is one such network.
Over time, the use of Email has been employed mostly informal communication in the workplace than in informal communication among friends and family members.
For example, in a situation where you want to pass information to your siblings, you would prefer to communicate to them via Whatsapp or Facebook rather than through their Emails. However, in a case where you want to pass a piece of information to your boss or superior in the office, you would prefer to do so through his/her Email.
Uses of Email in the Workplace
An Email has a lot of uses in the workplace, some of which include:
- It has an inherent tone of formality, which is a requirement in official workplace communication.
- It is used to request information and equally to present official information. This is why most times, your bank account statements are sent to your email.
- It is most times used to address matters that are not of urgency. For example, communicating to your boss about your annual leave in a few weeks or months. However, in a very active work environment, it would be necessary for you to regularly check your emails as emergencies can also be communicated.
- It can be used as an alternative to widely communicate official information from the superior to the subordinates in the workplace.
Practical things to do to write better Emails at work
Since workplace emails have been shown to have a formal tone, you must familiarize yourself with key points to note and observe when writing work emails to make your emails better understood and outstanding. Here are some of them:
- Use emojis rarely or avoid them completely. Emojis mostly have an informal tone, which is contrary to the typical tone of work emails.
- Employ a consistent email format. This would always keep you in check whenever you try to deviate from it.
- Avoid using shorthand typing, especially when communicating with your superior.
- Keep emails concise, being as brief as possible but yet putting forth the purpose of the email.
- Go over your email a few times before sending them, this will help to eliminate errors you were not previously aware of.
- Avoid employing sarcasm.
- Frame your email in a positive light. Try as much as you can to refrain from highly negative words even when addressing adverse circumstances.
- Use proper salutations before the name of the recipient. For example, you may use ‘Hi Amy’, ‘Hello Jerry’, ‘Good day Michael’.
- Use proper sign-offs at the end of the email. For example, you may use ‘Warm Regards’, ‘Best Regards’, or ‘Have a wonderful day ahead.
What should a good Email look like?
A good Email would observe each of the above points. Here are 2 examples of a good work Email; the first is a scenario where you are the superior, the second is one where you are the subordinate:
1. Hello Michael,
I believe you are getting along fine.
I was going through the monthly budget reports you submitted last week and found out that the budget report for October was missing.
Kindly forward the budget report for October before the end of the week.
Looking forward to your response in compliance.
Have a wonderful day ahead!
2. Good day, Mr Victor,
I received your email earlier today concerning the missing monthly budget report for October.
The budget report initially was unavailable due to a technical error discovered in the file by the audit unit. The error has been resolved and the file is ready to be viewed.
Please find attached as requested, the budget report for October.
Best Regards.
These instances, however, do not cover every scenario but offer a glimpse of how emails are presented and how they address issues.
SmartSMSSolutions is here to help you with your work emails and send them to clients or other customers through SMS at your discretion.
Register with us and send your emails and SMS with ease, from the comfort of your home or office.
To Register:
- Click on the link smartsmssolutions.com
- Click on ‘Create a Free Account’, alternatively, click here to create an account.
- Proceed to input your details; phone number, email, and desired password in the spaces provided.
- Click Register and follow the prompts.
If at any time, you ever have any trouble registering with us, or writing your work emails, do send us a mail at