Email is now one of the indispensable tools in business.
There are rules and etiquette that you should be aware of because it is easy and convenient.
This time, I would like to introduce some points about manners when sending emails in business.

When using email in business, there are important things to think about in advance.
That is, Whether email is appropriate as a means of contact.
Depending on the generation, industry, urgency, importance, complexity, etc. of the recipient, you may need to select another means of contact (telephone, letter, face-to-face, etc.).

① Use properly according to the generation and industry of the recipient
Even if you take it for granted as a means of communication for yourself, some people may think that "email is casual" or "insane in the industry".
Therefore, it is important to consider according to the other party and the requirements.

② Contact by phone for urgent matters
Email is a tool that you can send at any time, regardless of the other person's presence.
That is“I don't know when the other person will see it”
If you want to convey urgent information, choose phone instead of email.

③ Email + phone for important or complex requirements
There are many accidents by e-mail, such as "I sent an e-mail but it did not arrive" and "I do not understand the content and sender due to garbled characters".
If an email with particularly important content is in such a state, it may lead to a big trouble.
I want to use it to prevent such a situationTel.
You can increase the certainty by calling "I will send you an email" or "Please let me know if you do not receive it after a while" along with the email.
In addition, after sending the materials by e-mail, he called, "Since the contents are complicated, I would appreciate it if you could read the attached materials before meeting."Take advantage of the features of each toolBy doing so, you can communicate smoothly.

The biggest etiquette when sending an email isCompassion to "make it easier for the other person to read"To have.
There are three main points to create an easy-to-read email.

① Subject that can be understood at a glance　
In business, we exchange a lot of emails every day.
Many emails are updated in the inbox folder, often saying "Which email was what?".
It is useful at that timeSubject that can be understood at a glance.
If you can predict the content to some extent only by the subject, it will be easier to predict the priority of opening and it will be easier to search.
Example)
×　"Hello", "it is cheers for good work", "is ○○ (name)."
〇　[Contact] Regarding the business meeting on XX days (XX days)

② Be sure to specify the sender (your name)
Your name is natural, but in business email it's a plusSpecify affiliation and contact informationLet's do it.
It is convenient to set the signature to be displayed when composing an email.

③ A format that conveys respect
If you use email in business,It is essential to be courteous.
I was unknowingly rude ... I'll keep the following points in mind so that it doesn't happen.

● The beginning of the text is the company name, department, title, and name of the other party (give a title)

● Enter the official company name, and do not abbreviate the corporation as a corporation.

● Give a simple greeting at the beginning of the sentence
"We become indebted to"
"Thank you for the other day" etc.
(No need for letter-like acronyms, concluding remarks, and seasonal greetings)

● Adjust the line feed position so that the other party can easily see it, or insert a blank line between paragraphs.
・ Line breaks with about 35 characters per line
・ A place with good meaning cohesiveness Make one paragraph with about 5 to 7 lines

● Left-justified bullet points for dates and times

● At the end, give a brief closing greeting
"Thank you"
"We look forward to your reply."

[Example sentences based on three points]
Subject: [Report] Product delivery date and maintenance
　
○○ Co., Ltd.
General Affairs Department General Affairs Division
Chief Taro Yamanashi
　
Thank you for your busy schedule the other day.
I'm Takeda from XX Trading.
Immediately,
Delivery date and delivery date for the product you inquired about
We will tell you the details about maintenance.
　
① About delivery date and time
[Schedule] 2017 ● Monday ● Sunday (● day of the week)
[Time] Around 10 am
　
② About maintenance
The maintenance staff will visit you on the 28th of every month.
Basic inspection and maintenance will be performed each time,
If any problems occur, we will respond at any time.
In that case, please let us know.
　
Regarding the above,
Thank you for your receipt.
　
*******************************************************************
XX Trading Co., Ltd.
Hiroko Takeda, Sales Division XNUMX
〒400- △△△△
Kofu City, Yamanashi Prefecture ****
TEL 055-***-**** FAX 055-***-****
e-mail takeda @ *****
*******************************************************************

In the field to select the address for the email“TO (address)”と"CC"と“BCC”There is a function called.
Each function is as follows.

● TO (address)
Enter the email address of the person to whom you want to send the email

● CC
Enter the email address of the person you want to send a copy to

● BCC
Like CC, enter the email address of the person you want to send a copy to, but it will not be displayed to recipients in TO, CC or other BCC

Based on these functions, the guideline for proper use is as follows.

● TO (address)
Manifestation of intention "I'm sending it to you"

● CC
I want to let this person know for reference
I want to report that I sent it to TO

● BCC
I don't want other recipients to know that I sent an email at the same time
Send emails to multiple people you don't know

If you enter your e-mail address in CC and send it,It is recommended to specify "(CC: XX)" under the address (the person who corresponds to the TO address) in the text..
This makes it easier for the addressee to notice that another address has been entered in the CC, and prevents information sharing omissions and troubles when replying.
Example)
Co., Ltd. XX
General Affairs Department General Affairs Division
Chief Taro Yamanashi
(CC: Mr. Tanaka)

The characteristics of email are speed, simplicity, and the convenience of being recorded.
Taking advantage of its convenience while valuing etiquette is the first step to becoming a business email master.
Please use it well and make great use of it in your business.
Next time, I will tell you about the manners of replying.