Parts of an email

 

Parts of an Email

The key features of an email are as follows:

To

The "To" box of an email is where you input the recipient of the message. Sometimes emails need to go to multiple people. The "CC" box—short for carbon copy—allows you to include multiple recipients in one email message. Typically recipients who are copied on an email are not necessarily expected to respond because they are the secondary audience.

An email also allows you to send a blind carbon copy or BCC for short. Recipients included as a BCC will not be visible to other recipients of the email. There are few times in which BCC is used as CC emails are more common in the workplace. However, if an organization decided to send out mass emails to customer lists, BCC would be an appropriate email format to use.

From

The "From" box lists the name and email of the person sending the message.

Subject

The subject is the first item recipients will read when your email reaches their inbox. It is best to keep the subject short and on topic. Use the subject line as a place to provide a succinct summary of the purpose of the email.

Salutation/Greeting

Once a recipient opens an email, a salutation (or greeting) is the next piece of information that gets read. Different organizations may have varying policies on appropriate salutations, such as beginning an email with the recipient's first name or using a salutation such as "Dear." Employees should check with their organization to see which policies and best practices are put in place for email writing; a company may include this information in an internal style guide for employees to follow.

Message Body

The main part of an email is the message itself. Remember to think before you write, stay on topic, use respectful language and appropriate grammar, and always get permission before sending photos or videos that are not your own. Additionally, emails should follow standard English practices, and the message should be written based on the writer's intended audience and purpose.

Complimentary Closing

Emails typically include a closing phrase used to show respect and appreciation for the person reading the email. "Sincerely" is a common complimentary closing.

Signature

The style used for signing off an email varies from organization to organization, but a common feature is to include a "signature." Email signatures often list the sender's name, organization name and address, telephone number, and website so that recipients know how to contact the sender.

Attachments

When sending an email, a writer may need to attach external documents. When writing the message body of an email, be sure to inform recipients that a document is attached so that they can download or view the file.