Write the Best Emails: Business communication exists in every business. Maybe you wanted to compliment your favorite games site to tell them that they are the best online casino games website on the internet. Or maybe you wanted to write a letter of complaint to your local school board about their policy involving first-graders being required to wear (or not being required to wear) face masks. In either case, it involves communication.
With every company using backup and sync systems, that one letter, when sent by email, is going to have multiple copies before it actually gets to the person who reads it.
In the old days, a really bad letter could mysteriously disappear. But with products like CompanionLink, that really bad letter is synced to multiple sources and takes some effort to truly get rid of it. In 1996 CompanionLink was the first 3rd-party sync vendor for the Palm Pilot. That gives you an idea of how old they are.
But CompanionLink is not a dinosaur. With a lot of old companies, technology has changed and CompanionLink has changed and adapted to keep up. A lot of companies from the late 1980s and early 1990s has disappeared into the world of oblivion (which you wish your really bad letter ended up), but CompanionLink is still going strong, syncing data with iPhone, Android, Nokia Tablet, Windows Mobile, Windows Phone, Google, and Office 365. They have other numerous products as well, including making sure that when you sync your data, it is not also synced to Google’s servers (and then your data sold to others).
But back to your really bad letter, since it is safe to assume that if the recipient is using CompanionLink, that letter is not going away, the next best option is to learn how to write an email (Twitter post, blog article, comment) that can get your point across in a way that will get the recipient to listen to what you are saying.
- 1 What are the different types of communication in 2021?
- 1.1 Step 1: Learn how to use draft mode
- 1.2 Step 2: Be your own censor
- 1.3 Conclusion
What are the different types of communication “before 2021”?
There are four main types of essays:
- Argumentative (forming an opinion via research, building an evidence-based argument)
- Expository (knowledge of a topic, communicating information clearly)
- Narrative (creative language use, presenting a compelling narrative)
- Descriptive (creative language use, describing sensory details)
This is what we are taught in school. This is the type of essay you are asked to write in college entrance exams and in college essays in general. But let’s face it, 90% of the writing that most people do on an everyday basis are not traditional 5 paragraph essays — nice and neat, with an introductory paragraph, and concluding paragraph, and at least 3 supporting arguments.
In “the olden days”, people wrote formal reports, and they wrote formal letters (including letters to the editor). Quick and simple conversations were handled through the telephone. Even writing a letter to your kids was more formal. A lot of time and energy went into the letter, it was longer, and communication was infrequent.
What are the different types of communication in 2021?
In 2021, most people do communicate through email (no length limit), blog articles (no length limit), Facebook posts (limited to 63,206 characters), and Twitter posts/microblogging (limited to 280 ASCII characters — glyphs can be more than one “character”). Whatsapp messages are also limited to 65,536 characters.
People get around Twitter’s character limit by railroading posts. President Trump was famous for that.
The traditional mailing of a letter (reviewed by your secretary) is essentially becoming a thing of the past unless you specifically need the person to get a hardcopy of the letter and/or you need the post office timestamp (which theoretically cannot be altered) as proof of the message being sent.
These means be careful of what you write before hitting send.
Step 1: Learn how to use draft mode
This is not anything that has to do specifically with the book “Send”. It is just plain old common sense. Learn how to use Draft mode, no matter what system you are using to write something.
How do I save Email to draft?
For every email application, if you close the email before hitting send, the email message will be saved into your draft folder. Sometimes you may have to specifically indicate that you want to save an email message to draft. In today’s email systems, this may be a simple dialog box. If the email program is shut down before a message is sent, the message is saved to the draft folder.
Does Facebook have a draft mode?
The web version of Facebook does not have draft mode. But the Android and iOS versions of Facebook do have draft mode. Why? I do not know, but that is the way it is.
Does Twitter have a draft mode?
Yes, Twitter does have a draft mode, but most people do not know it exists. You have hit the “X” in the tweet compose box (which most people associate with the close button), and you will see an option to save as a draft. To access your drafts, you have to select the menu button (three vertical dots) and select “Drafts”. Since you only see the “Draft” menu option after you have saved at least one draft, nobody would know this option exists unless they accidentally came across it by trying to close their tweet before hitting enter to send it. Yea, really bad user interface design.
Step 2: Be your own censor
A lot of us write comments, Twitter posts, email messages, and Facebook posts when we are emotional. Maybe we are really happy, or maybe we are really angry. In either case, get in the habit of self-censoring. When you write something, put it aside for 24 hours and see if you still feel the same way 24 hours in the future.
I know, a lot of times, you feel as if you wait 24 hours nobody will read it, so you have to post it now. But the truth is, if what you are saying is really that important (or worthy of withstanding the test of time), your words will be just as valuable 24 hours in the future.
If you are angry, in 24 hours, you may still have the same views, but you are ready to say what you need/want to say in a more calm and constructive way.
Even things that we are happy about you should still wait 24 hours. Maybe you think that what your child did was “just so cute and you have to share it with the world” — including that adorable naked tushy picture. But 24 hours later, you may realize that the memory is best kept in a physical scrapbook that you only share with a few special people in person (aka, save the cute naked tushy picture for the future son or daughter in law — just kidding).
Seven reasons why people love email
- Email is the best medium ever created for exchanging essential information. Depends on what you are defining as essential. Essential as proof that person got it, use snail mail through the post office. Essentials for getting the info right away, use SMS or Whatsapp. Essential for disseminating the message to a group of people that actually want to hear what you have to say, use Twitter, Facebook, etc.
- You can reach almost anyone by email, not just business people. But with the advent of Whatsapp, Twitter, and Facebook, in 2021, everybody has an email account, but how many people actually pay attention to it unless they are expecting a message from somebody about something.
- Email knows no timezones. That is true. With Facebook, Twitter, and Whatsapp, people get notifications on their phones that a message came. Then people have to decide if they do or do not want to pay attention to it. You can send an email to somebody at any time of the day, and you know that you are not bothering them. But with Whatsapp, you just wanted to send somebody a message, and then you find out that disturbed them in the middle of the night.
- Email gives a searchable record. True. The same is true for all electronic communications that are text-based.
- Email allows you to craft your message, or your response, on your terms and on your schedule. Definitely true for phones. As for other electronic mediums (Twitter, Facebook, Whatsapp), although they may contain draft mode, that is more recent and a natural part of the product design.
- You have the choice of preserving all or part of an existing message.
- Email lets you attach or include additional information.
Eight reasons you may not want to email?
- The ease of mail encourages unnecessary exchanges.
- An email has largely replaced the phone call, but not every phone call should be replaced.
- You can reach everyone, but then everyone can reach you.
- The fact that email defies time zones also means that it can defy priority.
- The fact that email can be searchable means you can be held accountable for your electronic correspondence.
- The ease at which email can be forwarded poses a danger.
- With email, your words can be changed.
- Email attachments don’t just come with baggage. They are baggage.
How does Bill Gates filter his email?
Bill Gates gets thousands of email messages a day. He uses a simple algorithm to cut down his emails to about a hundred emails a day. He does this by only letting through emails that come from people he has had previous correspondences with. The rest go to assistants that sort and summarize them.
In simple terms, the whitelists email addresses of people from who he has had previous correspondences (or is expecting communication), and the rest go to an assistant. Using this approach can pretty much rule out having your assistant see your “private” email, because for any “private emails”, you previously tagged the sender as “okay”.
How to use multiple email addresses to filter your email?
The way that I have my email setup is that I have two email addresses. One is “[email protected]” and the other is “[email protected]”. My main email address where I read my emails is [email protected] When an email is sent to [email protected], the message is automatically forwarded to me and another person. This allows both of us to get the information, so either one of us can respond.
But this setup is not like a regular forward. When you search your own email account — [email protected] –, if you search by “to”, the original email address of [email protected] is found. This is true even if you are reading the message from [email protected]
That means that you can filter by “to:[email protected]”, and place all of those messages into a separate folder.
The negative is that if you hit reply, the “from” will be “from:[email protected]”. If you hit “reply all”, the “from” will still be “from:[email protected]”, but in the “To” field, it will show “to:[email protected]”.
How do you start an email message?
In a traditional letter, the letter began “Dear Sir” or “Dear Madam”. Other options were “Dear Pat Mayfield” (person’s full name). If you knew the title of the person or their role, you could write “Dear Senator” or “Dear Manager”.
But things become confusing with email. People think of email as informal and impersonal, so many people leave off the pleasantries. But if you are trying to impress somebody and you want them to take you seriously, keep the pleasantries.
But … his book was written in 2007, and times are changing. Using the wrong pronoun, even accidentally, can get you into “trouble”.
If you know a person’s title or their job title, use that.
- Dear Manager Pat Smith
- Dear Pat Smith, Manager
- Dear Manager
So this is how you should be sending emails and using this communication more in the upcoming days also. Just check the complete details on how to use email effectively.
Hence, this is the way to improve your email writing skills. We have explained the complete process on How to Write the BEST Emails with some examples and also step by step. Now just start going through the complete process and start writing the best emails. Hope you find his guide helpful. Stay tuned to Basictricks for more informative guides.