I recieved a presentation today on the principles of formatting an email.
The do’s and don’ts were discussed to our class, highlighting effective communication against poor communication. To begin with, overall consideration of the audience in the email context is important. If I were to email a friend, happy and lazy text cand techniques can be used. However if I were to talk to a client or business working individual, more formal tone and text is needed.
Spelling and grammar is always important within messaging services. Maintaining this gives you the appearance of sophistication, and renders you intelligent. It allows ease of reading for the audience too.
When composing an email, be specific in the direction and content you want. Rambling about off topic situations will lose the interest of the reader and lose your point.
Obviously reading your email back before you send it is important, to correct any spelling mistakes or anything else not in order.
For the subject bar, short specific wording is required. The subject titles the email you send, so something short that summarises the email context will be effective for the sent individual to view the mail in his inbox. another important factor is when you forward resend (Re.Fwd.) mail, the icons add to the subject. Too much of this looks unprofessional because it’s messy.
When composing an email, start with a greeting. It’s important to be polite or compliment the individual – especially when you want something from them.
When addressing a person, introductions such as:
Good Afternoon Tim,
Dear TIm ect…
The addressing should depend on the importance and formality of the email. ‘Dear’ for example would be used for contacting a bank account manager, as respect should be shown.
An email can be signed off in a number of ways. A signature could be included, name, website link or even professional and relevant social media links. A signature is recommended for more formal circumstances. Words such as:
Many thanks ect…
When using attachments within emails, there are size limitations. Most servers can handle a max of 10mb for one file on an email. However it is recommended that you be safe and compress your files so it’s 3mb or lower.
Design was also covered in the presentation. A medium or large point size is required for clear legibility. No fancy or fun fonts should be used. Instead web friendly fonts such as Arial or Helvetica. Colour use shouldn’t contrast or be loud. A few other techniques to successful emails are no joke usage and varied sentence structure.
After the presentation, Plagiarism was briefly discussed again. I learnt what self plagiarism is, which was discussed in depth more than before. The discussion reminded me of a recent example I saw. The image below contains two album covers. The one on the left is Coldplay’s which came out in 2015. The one on the right is Bring Me The Horizon’s and came out in 2013. As clearly visible, the design work is strikingly similar. However this still hasn’t been confirmed as copyright, although the original band think it is.