Fundamental Grammar and Communication in English Notes.

Module 3 Skills for Communication

Unit 6 Emails.

Email is a shortened form of electronic mail. By using emails we can create texts and send them through the network of computers. Email started in the 1960s and later it became a popular means of communication. Recently email became one of the best methods of communication among colleagues and customers. The majority of people are familiar with the process of writing an email, but there are some conventions or sets of rules and regulations that we have to follow while preparing it. The language which we use in formal and informal contexts is entirely different from one another. We are not supposed to use the same language in a formal context that we use in an informal context.

Advantages

• Easy to use; It is very easy to send and receive messages and it is also very easy to save them on computers for future reference.
• Emails are fast: It helps us with instant communication. Senders can communicate with any person from any part of the world without any delay.
• the language used in email is simple and informal
• You can attach the original message with your reply. It helps to know the recipient what you are talking about.
• Autoresponders are another advantage of emails. It is possible to send automated mail with a certain message. It helps you to know the sender whether you are on duty or out of duty.

Disadvantages

• Unwanted emails are the disadvantage of email, Anyone can send spam messages for business purposes, especially for promoting products and services.
• The inbox of the email can get flooded with emails after a certain time. Therefore we have clean it from time to time.

Netiquette: a set of rules that we use for polite interaction on the internet.

• Be informal
• Apply traditional spelling, grammar, and punctuation
• Keep the message brief and to the point.
• Do not use capital letters throughout the email. It means You can use only sentence cases.
• Use blind copy and carbon copy appropriately
• Do not use email when you need personal contact.
• Do not share confidential information through email.
• Use the subject line to indicate content and purpose.
• Summarise long discussion

Sample Email

To: [email protected]

Prepare an Email to the class tutor that you are not keeping well and hence you will not be able to attend the next three days.

To: [email protected]

Sub: Leave Request.

Respected Sir,

I am writing to request 4 days’ leave for medical reasons. The last night I had a severe headache and fever. I consulted a doctor and he advised me to take some days off class. I would like to leave class on January 26 and return on January 31. I hope you may consider my request.

Thank you very much for your consideration.

Sincerely,

Anagha PS

I BSc Computer Science