Email : info@lsme.ac.uk
Telephone : +44 (0)208 594 8462
News & Events
How to Communicate Effectively through E-mails?
- 15th July 2019
- Posted by: LSME
- Category: Blog

With the mode of communication constantly evolving, it is imperative to ensure that effective communication is always upheld and sustained to ensure effective communication (Ahola et al, 2014). Communication through e-mails has been an integral part of personal and work related interactions. None the less, the wrong handling of this effective tool causes unnecessary tension, confusion as well as other related negative consequences that affect working professionals and personal relationships. Individuals with access to internet and e-mails receive a large number of messages via emails on a daily basis. These large volumes of messages, individual messages can easily be overlooked and not responded to appropriately. It is hence important to ensure that communication via emails is effectively and ethically done (Derks and Bakker, 2010). This article aims to evaluate how emails can be effective mode of communication.
Effective communication via e-mails
Effective and ethical communication via emails requires some rules and regulations to help master the act. They include the following:
Avoid over communication via emails
With the large volumes of emails being received on a daily basis, it is important that the sender evaluates if it is important to send the email in the first place (Ahola et al, 2014). Emails should aim to send short information and be straight forward. In view of this, if the information to be communicated cannot be kept short and concise, there is no need to hence use this mode of communication. Also, there is the need to avoid sending highly sensitive information or personal information via emails. The chances of emails being forwarded are high especially to unwanted users and hence care should always be taken. Also, whenever possible, bad news should be delivered in person as this helps provide empathy, compassion, sympathy and understanding when the news is delivered. It also helps make amends and provide better clarification when the news or information does not go down too well (Estévez-Mujica and Quintane, 2018).
Making good use of the subject lines when sending emails
The subject line is primarily used to grab attention as well as summarize the information being sent across. As such, an email without a subject line can easily be overlooked or considered a spam. Constructing a subject line requires few words that summarizes the entire email to be sent. Subject lines can include dates for emails that are regular such as periodic reports. Also, if a reply is needed for the email being sent, a prompt can be added to the subject line. Effective use of subject lines help delivers important information prior to the receiver opening and reading the email (Ahola et al, 2014).
Email messages should be clear and concise
The sentences constructed should be short and straight to the point. The body of the email must be direct and informative as well as contain all the needed information. It is also important to send separate emails when communicating with a single recipient on different topics or subject matters (Derks and Bakker, 2010). These help make the messages clearer and helps the easy correspondence. Also, it is important to create a balance by ensuring that the recipient is not bombarded with lots of emails. It is therefore, advisable to combine related subjects into a single email. However, there is the need to separate the information by numbering or using bullet points. This helps make the information being sent well understandable and easily digestible by the recipient.
Being polite
Sending emails require a level of professionalism as well as ethics, values and a level of formality. Informal language should be avoided unless the sender is on a personal term with the recipient. Avoid inappropriate abbreviations as well. Emoticons can also be used for people known on the personal level. A suitable subscription should be used to end the message. It is imperative to be polite so that there will be no embarrassment if the email is forwarded or printed and shared to others (Estévez-Mujica and Quintane, 2018).
Checking the tone
When sending emails, it is important to send that as if one is having a face-to-face meeting with the recipient. Since emails devoid the sender the ability to assess the recipient’s body language, vocal tone and facial expression, the tone of the message can easily complement for such losses. The choice of words, length of sentence, punctuation and capitalization of words can easily be misinterpreted without visual and auditory cues (Estévez-Mujica and Quintane, 2018). It is important to therefore be polite and check the tone of the email.
Proofread before sending emails
It is important to review emails for punctuation, spelling mistakes and grammatical errors. Emails help maintain an individual’s brand and image (Estévez-Mujica and Quintane, 2018). As such, emails with typographical errors can dent the reputation and image of the sender. Proofreading is an important part of email communication that can significantly contribute to effective communication.
Conclusion
Email as a means of communication can be effective only when it is relevant. Email may be convenient but does not necessarily mean that it is the best means of communication in every situation at the workplace. Before you start writing, ask yourself if it really is necessary and you need to email at all; will a phone call or a face-to-face discussion not suffice.
At London School of Management Education (LSME), we endeavour to support you with the best of training and relevant skills in communication to ensure that you avoid miscommunication by keeping content clear, to be well organised and contextual. Begin your email with a formal salutation, state the purpose of writing and provide a context to why you are writing. Use paragraphs – form a paragraph with related points and change paragraphs to present separate ideas. Close the email by stating the outcome you expect from your message and sign off with a polite greeting and your name. Good email etiquette maintains that you do your best to respond to business communications as soon as possible. When you do not respond promptly, you come across as unorganized and unconcerned. Even if you are not able to attend to an email right away, writing a line back in acknowledgement that you have received it and will attend to it shortly, shows professionalism.
References
- Ahola K, Hakanen J. Burnout and health. In: Leiter MP, Bakker AB, Maslach C, Editors. Burnout at Work: A psychological perspective. New York: Psychology Press; 2014. pp. 10–31.
- Derks, D, and Bakker, AB (2010). The impact of e-mail communication on organizational life. Cyberpsychology J Psychosoc Res Cybersp. 2010;4(1): Article 1.
- Estévez-Mujica C. P., and Quintane, E (2018) “E-mail communication patterns and job burnout”. Accessed from https://journals.plos.org/plosone/article?id=10.1371/journal.pone.0193966 Accessed on11.2018.
OUR RECENT NEWS
Archives
- May 2022 (1)
- April 2022 (1)
- November 2021 (1)
- October 2021 (1)
- September 2021 (1)
- August 2021 (1)
- May 2021 (2)
- March 2021 (1)
- February 2021 (1)
- January 2021 (2)
- December 2020 (1)
- October 2020 (2)
- July 2020 (1)
- June 2020 (2)
- May 2020 (2)
- April 2020 (3)
- March 2020 (1)
- January 2020 (1)
- November 2019 (2)
- October 2019 (1)
- September 2019 (3)
- August 2019 (1)
- July 2019 (2)
- May 2019 (2)
- March 2019 (4)
- January 2019 (4)
- November 2018 (2)
- October 2018 (4)
- September 2018 (4)
- August 2018 (2)
- July 2018 (3)
- June 2018 (2)
- May 2018 (3)
- April 2018 (3)
- March 2018 (4)
- February 2018 (2)
- October 2017 (1)
- September 2017 (1)
- July 2017 (2)
- June 2017 (1)
- April 2017 (3)
- March 2017 (1)
- January 2017 (2)
- November 2016 (1)
- October 2016 (1)
- September 2016 (4)
- August 2016 (1)
- July 2016 (3)
- May 2016 (1)
- April 2016 (1)
- December 2015 (1)
- July 2015 (3)
- June 2015 (1)
- January 2015 (2)
- July 2014 (1)
- June 2014 (2)
- December 2013 (1)
- September 2013 (1)
- July 2011 (1)
- May 2011 (1)
- April 2011 (1)
- November 2010 (1)
- October 2010 (2)
- September 2010 (2)
- July 2010 (1)
- June 2010 (2)
- December 2009 (3)
- September 2009 (1)
- June 2009 (1)
- January 2009 (1)
- October 2008 (1)
- July 2008 (4)
- June 2008 (1)
- April 2008 (1)