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Proper Email Correspondence

Last updated date: 20th Feb 2024
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As we live in an electronic generation, everyone can talk and text globally using the internet. Many options are available online to speak and text informally. However, to reach others formally and professionally, everyone uses Email Correspondence, which is the best option, especially for businesses and the corporate sector. So, it is essential to get aware of the best email communication practices in detail.


Email Communication is a way of sending a written message formally and professionally in a short span. It is the best practice to communicate with others in several situations to multiple people in a proper way. It has certain essential qualities and ethics to follow for every scenario.


Let us consider a scenario to know how to use an email in business communication—the emerging business in online shopping. So we will take this as an example. Suppose you want an item in a particular site with different size and other specifications which are not available on the website. So you tried to call them, but no response. Then you will choose the option of mailing. You will send a mail to request the product with your required specifications. Then you will receive a thank you mail. Then they will confirm the product to you in another email from both sides. One mail for placing orders from the customer. Another mail for confirming, tracking the order, etc. Till the product reaches the customer and payment reaches the sender, the mail will continue.

Essential Qualities for a Good Email Practice in Business Correspondence

Nowadays, most businesses run through email communication. Specific tips will help us send perfect and proper mail for business correspondence.

  • Before entering into the content, it is always advisable to introduce yourself briefly to avoid confusion for the recipient.

  • Email Communication is always good to discuss only public matters. It is harmful to discuss personal issues related to business as well as their own life.

  • Messaging politely is a good email practice for business correspondence.

  • It is not a good practice of using shortcuts and additional blurry content for emails in business correspondence.

  • The content of a good email should be clear and concise. The sender should text with confidence.

  • In mail communication, the content should always match with the subject mentioned.

  • The sender should be cautious while clicking to reply all because it is unnecessary to send all the recipients if they don't require it.

  • Signature plays a vital role in sending a good mail for business correspondence. 

  • The sender needs to send the mail formally so that it creates an impression on him indirectly.

  • Maintaining attachments in less number is the best email communication practice.

  • Also, both the sender and receiver should react and send emails on time. Delaying is not a good practice.

  • Using special characters and exclamation marks doesn't appear as a professional mail. So it is better to reduce them as much as possible.

These are some of the rules which help you out in practising good mail for business practices.

Email Ethics Definition

Email Ethics refers to a set of rules and principles which we need to follow while sending and receiving emails either for business purposes or for personal use. 

Mail Ethics 

Firstly, ethics is a principle which one should follow to maintain a healthy environment. It might be in any scenario. So, mail ethics also creates a healthy relationship between the sender and the receiver. The mail communication occurs between several people like- between two organizations, between a company and client, or from employer to employees, to provide offer letters, to invite the legendaries, to give instructions, etc.

Every individual needs to stick with mail ethics as it plays a predominant role in the present situations. It also impacts human relations as well as the growth of the company. The content of the email has to be evaluated and justified before sending it. It should not hurt anyone and may not be harmful to any organization. Before going to start using mail communication, everyone should be aware of the do's and don'ts to have a good practice of emails in business correspondence.

Hence, using emails in business communication is appreciable these days. It helps the customers as well as sellers to react at the moment with full clarity and confidence. Also, using mail communication, both sender and receiver have written proof. It helps to avoid malpractices like cheating etc.

FAQs on Proper Email Correspondence

1. What is An Email Correspondence? Explain Its Significance.

Email Correspondence refers to the process of sending and receiving a message electronically with high speed. It is a good practice for everyone to compete with others in this fast-moving world. It has various kinds, namely, internal correspondence, external correspondence and formal and informal.


Email Correspondence plays a significant role in every industry. In the past, one would need to wait a long time to receive orders or instructions or any other information. Today, all these happen in a fraction of second. It saves a lot of time for the sender as well as the receiver. It also helps someone who is having an inferiority complex to express their views without any hesitation.

2. What are the Limitations of Email Communication?

Apart from several benefits, email communication also possesses a few drawbacks. They are,

  • Usage of the internet is a must to send or receive an email. It fails to convey messages offline.

  • Compulsory to know the email address of receivers to send any kind of mail.

  • The biggest issue in email communication is spam. The majority of emails will be stored in spam.

  • There is a chance to make people fools by sending fake emails. It is a lack of trustworthiness.

  • Nowadays, the email scam rate has gone up.

  • An increase in attachments may cause the virus to affect the system.

3. What are the Benefits of Email Correspondence?

Email Correspondence has several benefits. Let's have a look at some of them. They are: - 

  • It is a quick and easy process.

  • Files and pictures with various formats are allowed to send using emails.

  • Email Correspondence also benefits in saving time. It helps to send a single message to multiple recipients at once.

  • The receiver need not stick there to receive an email.

  • Emails can send or receive round the clock. There are no time restrictions.

  • We have an option to keep the emails protected for future use and can keep it confidential.

  • It is free of cost except for the internet connection. We can send it from anywhere to anyone.