I think for email writing, it's kind of tricky in the way that you have to
know what you're writing or what is the purpose of writing that email.
Because sometimes [people] tend to write an essay in the email which is not
the purpose of sending emails, so ... but sometimes they're trying ... they are too
precise or too short, so that the person that receives the email they don't really get
what they are actually talking about.
So, knowing the appropriate
length of the email, like whether they need to be precise in the email while at the same
time it has to be detailed enough to let the person who received the email
understand what they're trying to say.
Because maybe sometimes, when they're replying to the emails or sending the
emails, they're in a rush, so all the magic works like 'please', 'thank you',
'best regards', they just forgot about it, so for a person who gets this email,
because you might not know that person, so I think more polite is better
than less polite, so politeness is definitely another important area that
they need to be careful of.
Sometimes our staff, they do have a tendency that if the email is actually
asking a question, or asking them to do something, if they don't have an
immediate answer for that, they tend to not reply at all.
So, they might need time to think about it, but for the person that
is sending out the email, they might having a lot of questions in their
mind, for example, whether they have received the email, or whether there are
any problems going on, so you can still first reply to the person saying that you
need some time, so buy a little bit of time but don't not reply at all.
So, I think it's critical that you know what is the purpose
of that email.
I can remember there is the time that one of staff members has actually misspelled
our client named 'Brian' into 'Brain', so it's kind of embarrassing.
Do a spell check
before you send out the emails; so, never never, never be lazy to do that!
Because, even just a very short email, sometimes if you type too fast there are
typos, so make sure that you do a spell check before you send out the emails.
So maybe the email first started off with them, sending it to a bunch of
people, but by the time when we reply because it might involve some sensitive
information, so if you just 'reply all' sometimes the sensitive information will
be just sent to some inappropriate persons.
Before you send always check the
'send list' - which people you're going to send [it to], so make sure that
those persons are the appropriate parties to receive your emails.