An e-mail, short for electronic mail is a store and forward method of composing, sending, storing and receiving messages over electronic communication systems. It is the quickest way to communicate in writing.
E-mail messages consist of two major sections:
Header which comprises subject, sender, receiver, date and time;
Body which comprises the main message to be conveyed through the letter. It could be a formal or an informal letter depending on the purpose.
Keep in mind the following points while composing an e-mail:
The characteristics of the subject of the mail should be brevity, clue to the main content of the mail and precise. It shouldn't be a complete sentence.
The Salutation should be written as Hello Sir, Dear Ma'am, etc or maybe the first name of the person. It depends on the type of relation one shares with the recipient.
The opening sentence of the mail should be polite and pleasant to begin with, especially with a mode of greeting. (When one replies to a message, it could begin with the following lines: “Thank you for your message/ I received your invitation, etc.)
The idea expressed in the body of the mail should be concise, clear and follow a definite tone. It should not be too dragging, monotonous and repetitive. It should always follow a tone of courtesy such as 'Please' or 'Kindly'.
The main idea of the paragraph should be in a separate paragraph making it distinct and easy for the receiver to comprehend the main motive of the e-mail. Abbreviations are not at all appreciated. SMS language is strictly prohibited while composing e-mails. Complete sentences should be written.
The complementary close also holds importance while sending an e-mail. One must write 'Regards', 'Love', etc with his/her name or signature (whichever suits the purpose).
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