Electronic mail or commonly known and referred to as email, is a form of communication akin to a letter but the difference is email exchange happens electronically as the name implies. Email can be used to communicate a formal message or informal message. It is estimated that there are more than 144 billion email is sent daily. (mashable.com, 2012)
Characteristics of an email are as follows;
According to Eunson, the author of the book Communicating in the 21st century, email can be grouped into four different categories;
All of the different types of email specified above is very straightforward and self-explanatory. Request type email are generally written in formal tone and carry a strong element of accountability to the recipient and require the recipient to respond and fulfil the request stated. Announcement email are also generally written in formal tone. Announcement email are sent to mass audience, hence usually they do not address each audience personally. Announcement email is a one-way communication thus does not require the recipient to respond.
Moving to the next type of email, Instruction email. Instruction email as the name implies, are email containing a set of instructions about certain procedures or operating routines. Often response is not required as the purpose of Instruction email is to inform and instruct the recipient.
Last but not least, Self-protection / Warning email. Warning email, again as the name implies, contains a warning that may be addressed to the recipient of the email or someone related to the recipient of the email. Sometimes warning email is used as political tool and can be risky to send.
Characteristics of an email are as follows;
- Can be used to address a single or multiple recipient
- Depending on the context and the writer, it can be formal or informal
- Have a very similar writing format and content like letter
- Messages are usually instantly delivered given the recipient's email address is correctly typed
According to Eunson, the author of the book Communicating in the 21st century, email can be grouped into four different categories;
- Request
- Announcement
- Instruction
- Self-protection / Warning
All of the different types of email specified above is very straightforward and self-explanatory. Request type email are generally written in formal tone and carry a strong element of accountability to the recipient and require the recipient to respond and fulfil the request stated. Announcement email are also generally written in formal tone. Announcement email are sent to mass audience, hence usually they do not address each audience personally. Announcement email is a one-way communication thus does not require the recipient to respond.
Moving to the next type of email, Instruction email. Instruction email as the name implies, are email containing a set of instructions about certain procedures or operating routines. Often response is not required as the purpose of Instruction email is to inform and instruct the recipient.
Last but not least, Self-protection / Warning email. Warning email, again as the name implies, contains a warning that may be addressed to the recipient of the email or someone related to the recipient of the email. Sometimes warning email is used as political tool and can be risky to send.
The above image is a screenshot of a sample inbox of a private email. Email generally stored in your inbox forever unless you delete them. As you can see, the component of a layout of an inbox are; Sender, Subject, Short preview of the email and Date. These are the basic components that made up the layout of an inbox.
Now that you have learnt the basic knowledge about email, you can communicate using email for both formal and informal purposes. For a tip on writing an effective email, check out the video below.
Now that you have learnt the basic knowledge about email, you can communicate using email for both formal and informal purposes. For a tip on writing an effective email, check out the video below.
Now after we are done talking about email, we are going to talk about Proposal. Proposal by definition means a plan or suggestion, usually written in a formal format and put forward for consideration or approval by others. Please note not to confuse business proposal to marriage proposal, as they are both commonly referred to proposal, but this topic is strictly covering on business proposal.
Every business or organization have created, sent or approved at least one business proposal. It is a very common procedure to do in every business, as proposal is a method of communicating a plan or idea inside a business environment which may require the approval of the higher-ups.
Below is a sample consulting proposal courtesy of linkspringer.com
Every business or organization have created, sent or approved at least one business proposal. It is a very common procedure to do in every business, as proposal is a method of communicating a plan or idea inside a business environment which may require the approval of the higher-ups.
Below is a sample consulting proposal courtesy of linkspringer.com
As we can see, proposal is written in formal format and has a very similar layout to a formal letter. A typical business proposal would have key elements as follow; Salutation to the person the proposal is addressed to, statement of purpose of the proposal, recipient business contact and address details, and sometimes include cost involved or predicted budget required.
Below are the 5 key elements of a good business proposal, directly quoted from About.com
"5 Key Elements of Winning Business Proposals
Below are the 5 key elements of a good business proposal, directly quoted from About.com
"5 Key Elements of Winning Business Proposals
- Solutions: After you have written a lead paragraph on the company's needs and problems, follow up with a solid presentation of how your business can provide solutions. The key here is to promise solutions you can deliver.
- Benefits: All winning business proposals, clearly outline for the company the benefits to be gained from doing business with you. If your small business can offer complete confidentiality and meet tight deadlines state it in your benefits section.
- Credibility: This is often the overlooked portion of a business proposal but all winning proposals glow with credibility. If you have worked with clients in the same field or have an award-winning business, then third-party endorsements will build credibility.
- Samples: A business proposal with samples and evidence of your ability to deliver is vital to gaining the winning bid. A small sample of your work can show your ability to do the job.
- Targeted: A winning business proposal is all about communication. Speak in a language spoken by your intended audience. If the proposal evaluators are from an engineering background or financial department use the appropriate jargon."
(Courtesy: Zahorsky, 2014)
References
Eunson, B. (2012). Communicating in the 21st century. Milton, Qld.: John Wiley and Sons Australia.
Forbes.com, (n.d.). Email. [image] Available at: http://blogs-images.forbes.com/williamarruda/files/2014/02/5167671844_b26432c9ac_b.jpg [Accessed 19 Oct. 2014].
Mashable,. (2012). Did You Know 144.8 Billion Emails Are Sent Every Day?. Retrieved 19 October 2014, from http://mashable.com/2012/11/27/email-stats-infographic/
Springer.com, (n.d.). Sample Business Proposal. [image] Available at: http://link.springer.com/static-content/lookinside/127/chp%253A10.1007%252F978-1-4302-4669-5_13/000.png [Accessed 19 Oct. 2014].
TweakYourBiz.com/, (n.d.). Proposal Word Art. [image] Available at: http://tweakyourbiz.com/management/files/shutterstock_132365048.jpg [Accessed 19 Oct. 2014].
Zahorsky, D. (2014). 5 Key Elements of Winning Business Proposals. About.com. Retrieved 19 October 2014, from http://sbinformation.about.com/cs/bizlettersamples/a/proposal.htm
Eunson, B. (2012). Communicating in the 21st century. Milton, Qld.: John Wiley and Sons Australia.
Forbes.com, (n.d.). Email. [image] Available at: http://blogs-images.forbes.com/williamarruda/files/2014/02/5167671844_b26432c9ac_b.jpg [Accessed 19 Oct. 2014].
Mashable,. (2012). Did You Know 144.8 Billion Emails Are Sent Every Day?. Retrieved 19 October 2014, from http://mashable.com/2012/11/27/email-stats-infographic/
Springer.com, (n.d.). Sample Business Proposal. [image] Available at: http://link.springer.com/static-content/lookinside/127/chp%253A10.1007%252F978-1-4302-4669-5_13/000.png [Accessed 19 Oct. 2014].
TweakYourBiz.com/, (n.d.). Proposal Word Art. [image] Available at: http://tweakyourbiz.com/management/files/shutterstock_132365048.jpg [Accessed 19 Oct. 2014].
Zahorsky, D. (2014). 5 Key Elements of Winning Business Proposals. About.com. Retrieved 19 October 2014, from http://sbinformation.about.com/cs/bizlettersamples/a/proposal.htm