Email

Decades ago, you would have had to deliver a message to someone by physically going to where the other person was or sending a physical letter in the mail. Communication was slow, making the spread of information slow as well. With increasing advancements in communication technology, it is more and more common for communication to take place online, which allows messages and information to be shared much faster.

One common method for sharing messages is email. It is one of the fastest ways to share information, and this is especially true for businesses and professional communication. Email is one of the top used communication methods in businesses, so it's important to understand how email works, why email is important, and the types of emails that you can encounter.

Fig. 1 - Online communication is growing every day.

Email Definition

Email is an information and communication technology between people.

To send an email, you need to be logged in. However, you don't have to be logged in to receive those emails; you just need to have the email account set up.

Email "mailboxes" operate similarly to regular mailboxes in that they accept, deliver, and store messages. The first email was invented in 1965 at the Massachusetts Institute of Technology (MIT).¹ This was the beginning of using email to exchange messages and files in academia.

It wasn't until the early 1990s that email became more mainstream with platforms like AOL and Hotmail. Originally, people only sent emails back and forth between desktop computers. Now phones and tablets suffice.

Fig. 2 - Emails have their own structure similar to written letters.

Email: Structure

The structure of an email will vary depending on whether it's personal or business-related. The message might stick to a more traditional structure for a business email, as shown below. A personal email can be structured this way, too, of course, but there are no set rules for formatting, introducing, or closing a personal email. However, most emails will be structured to include an introduction, body, and conclusion.

Introduction

This is a short and pleasant greeting that introduces the purpose of your email.

Body

This is where the actual message is. The length can vary, but business emails usually stay shorter – around three paragraphs or less. There is usually a line space between each body paragraph to make the email more readable.

Closing

Choose a closing greeting appropriate for the recipient. This is based on whether the email is formal or informal.

Attachments

Pictures or documents can be included as an attachment.

Fig. 3 - Most emails will be structured to include an introduction, body, and conclusion.

Email: Important Terms

Important terms you will encounter when writing emails include to, from, CC, BCC, and subject.

To:

This refers to the address of the recipient. An email address includes the recipient's "name" and the platform they use for email (e.g., emailuser@emailservice.com).

From

The recipient will see this in the email header. This refers to the address of the sender (e.g., yourboss@emailservice.com).

CC

This stands for Carbon Copy. This is a list of people (e.g., co-workers) who also receive a copy of the email message. Anyone who receives the email will also be able to see who is on the CC list. This feature is more common in formal emails (discussed below).

BCC

This stands for Blind Carbon Copy. This is like a CC, but the list is invisible to all but the sender.

Subject

This is a word or short phrase that gives the recipient the topic of the email.

Examples of Email Platforms

There are many platforms that people can use to communicate with each other online. There are several popular ones to choose from, each with different benefits. When choosing a platform, some things to look at include storage capacity, attachment size capacity, and email security.

Most email platforms today are free, with options for business upgrades.

Here are some of the most common email platforms and their benefits.

Gmail, Yahoo! Mail, and Outlook

While there are many different platforms that can be used for email, some are more common than others.

Gmail

• This email service is extremely popular because you can easily share information across other Google platforms (e.g., Google Docs, Google Drive, and Google Photos).

• Easily accessible on desktops, phones, and tablets.

• Powerful search options.

• Secure.

Outlook

• Upgrades allow for the use of Microsoft Office tools. This is appealing in academic and business settings.

• Message recovery.

• Ease of use on desktops, phones, and tablets.

Yahoo! Mail

• Includes Yahoo News.

• Large storage.

• Secure.

Types of Email

Speaking strictly of business emails, they can be either formal or informal. In order to understand the difference between the two, you'll need to look at the overall tone of the email. Email tone has evolved over the last several years, but you will still encounter reasons to use only formal emails. Some key things to look for if you're unsure whether an email is formal or informal are introductions, endings, and word choice.

Formal Email

In formal emails, standard English is used to communicate.

Here's what one looks like.

Looking over this example, it's apparent that the tone of this email is formal. There isn't any slang, and each email section is properly formatted.

Notice the introductory and closing phrases. "Dear" and "regards" are used, which are common in more formal emails. Using the phrase "thank you" versus "thanks" is also another indicator that this is a formal email.

When to Use Formal Email

You may want to use formal email if:

• You are mailing someone from a more formal culture. This might require some research, especially if they are from a different country. This could involve a formal work culture.

• You are contacting somebody new or for the first time (e.g., when reaching out to a potential new business partner).

• You want to show respect to someone (e.g., a client or somebody in upper management).

Usually, it's best to begin your communication with a more formal tone. Based on the environment or situation, a more casual email tone can be adopted if and when appropriate.

Fig. 4 - Introduce yourself with a formal email

Informal Email

This type of email is more casual. You can usually address the recipient by their first name and use more conversational words.

Here's how one looks.

Notice the difference between this email and the formal email. "Hey" is used instead of "dear." "Thanks" is used instead of "thank you." What other differences can you see?

When to Use an Informal Email

You may want to use a more informal email if:

• You have already built up a working relationship with a co-worker, and it's understood that you can drop the formalities.

• You speak with your recipient daily, whether online or in person.

• The company culture prefers a more casual tone.

An important thing to remember when deciding whether an informal or formal email is more appropriate is to gauge how your recipient has been addressing you. If you've been addressed in a more casual tone or format, you probably wouldn't need to suddenly switch to more formal emails. As always, use your best judgment.

Importance of Email

The emergence of email has shaped how we communicate in the modern world. Email is much faster than sending postal mail and is also less expensive. You don't have to worry about buying paper, envelopes, or stamps – something that some may consider the more environmentally friendly option.

Email is good for record-keeping because it keeps a written record of things you wouldn't get over the phone. It also eliminates a lot of paperwork in an office setting because you can track communication and transactions via email.

Email helps to spread data. Businesses can grow and share information at record speeds, so finding the right platform for you is always going to be in your best interest.

¹ Samual Gibbs. "How Did Email Grow from Messages Between Academics to a Global Epidemic?" 2016.