E-mail Structure

 

Addressing

• When typing out the e-mail address, always check the spelling and whether the font is in upper or lower case.
• If necessary, use the CC function but use it with discretion.
• If necessary, use the BCC function but use it with discretion.

Subject

• Ensure that an accurate and concise subject is typed in so that the recipient has an indication of what the e-mail is about.
• It is recommended not to type the subject in capital letters as it might create an aggressive impression.

Greeting

Create a personal interaction – use the recipient’s name if it is known. Use “Sir” or “Madam” only if you do not know the recipient’s name.

Goodwill

• Goodwill is a short introductory greeting (example: thank you for your enquiry), or end greeting (example: we appreciate the opportunity to prepare this quote for you).
• The use of goodwill is optional but opens and closes the e-mail in a pleasant manner.

Body of the message

• Make sure that the communication complies with the degree of formality required.
• If necessary, use paragraphs so that the recipient does not lose focus on the issues being presented.
• Use short and simple sentences.