The email written by Dan Smithson is ineffective in communicating the message. For example, the email is full of negative criticism (Kolin, 2016). Smithson continuously accuses the recipient of failing to perform work duties. This issue can create a hostile atmosphere in the workplace. Besides, the sender is flaming the recipient by using an angry language that insults, mocks, and attacks the recipient (Kolin, 2016). This aspect violates the professionalism of business communication. Also, the email has an improper arrangement; there is no clear introduction, body, and conclusion (Kolin, 2016). Although there is context at the beginning of the email, the ideas are not well arranged, making it challenging to convey the message. Another issue is the lack of a polite ending (Kolin, 2016). It is advisable to include a gratitude message at the end of an email to appreciate the cooperation of the recipient.
Different strategies can be considered to make an email appear as professional writing. One of them is the use of an appropriate tone. A sender should consider the characteristics of the audience, including their position in the organization, knowledge on the topic, and formality (Bissell, n.d.). Thus, a sender should rely on passive and polite tone as opposed to during direct attacks. Also, the email should be divided into small paragraphs. Using a block format can appear as intimidating; one should write an email that has three to four lines and ensure that there is a double space between the paragraphs (Kolin, 2016). More importantly, the paragraphs should not be indented. A clear and concise subject line is also a critical aspect of drafting an email. A sender should avoid one-word subjects such as “report” (Kolin, 2016). The subject line gives the recipient an insight into the contents of the email. Also, the email should be proofread thoroughly to avoid grammar errors, spelling mistakes, and jargons. Before sending the email, the sender should involve other members of the organization to ensure that the contents are in line with the company’s cultural values.
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References
Bissell, Scott. (n.d.). Lecture video.
Kolin, P.C. (2016). Successful writing at work (11th ed.). Cengage Learning.
