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Business E-mails for Aviation Business Students
- Sathaworn
- Aug 11, 2023
- 6 min read
What are Business E-mails?
"Business E-mails" are used in regular business. They assist the company in communicating with other entities in a straightforward and recordable manner. Business E-mails are sent between companies. However, it can be sent to a vendor or client as well.
To make things easy for everyone, business E-mails have a set format. You must understand and use that format to communicate properly and preserve professionalism. Every kind of communication that a firm sends out reflects on the company. As a result, your business E-mails must be properly structured.
Business E-mails Format
Business E-mails Structure
Sender's Address
Date
Receiver's Address
Greetings: Always use the recipient's full name and a comma
Body Text
Call to Action: Make it clear what activities the recipient should take after reading the letter. This increases the possibility that they will take action.
Closing
Signature
Enclosures: If the letter includes any attachments, mention them. The letter's enclosures are the attachments. This will offer the recipient a good idea of what to expect inside the envelope.
Types of Business E-mails
Formal: Formal E-mails are typically written among firms. They are usually brief and to the point.
Informal: Informal E-mails are regarded as friendly and personal and are often used when the writer has non-professional contact with the recipient. Informal E-mails are typically longer in length than formal E-mails.
Semi-formal: Semi-formal E-mails are business E-mails written to someone the writer knows but does not know well. This letter creates a mix of formal and informal tones.
Cautions Before Writing and Sending E-mails
Business emails are a critical form of communication in the professional world, and handling them with care and professionalism is essential. Here are some cautions to keep in mind before writing and sending business emails:
1. Verify the Recipient’s Address: Ensure that you have the correct email address for your intended recipient. Misdirected emails can result in the loss of confidential information.
2. Use a Professional Tone: Always maintain a professional and respectful tone. Avoid using slang, emojis, or overly casual language unless it's common and acceptable in your industry or organization.
3. Be Clear and Concise: Time is valuable. Ensure your email gets to the point without unnecessary information.
4. Refrain from Discussing Sensitive Information: Unless encrypted, email isn't the most secure platform. Avoid discussing confidential matters.
5. Watch the Attachments: Ensure that you're sending the right attachments. They are correctly named and don't contain sensitive or personal data. Also, ensure they're free from viruses.
6. Beware of “Reply All”: Only use "Reply All" when it's necessary for everyone on the email chain to see your response.
7. Review and Proofread: Always review your emails for spelling, grammar, and clarity. Mistakes can come off as unprofessional and can also lead to misunderstandings.
8. Avoid Emotional Responses: If you receive an email that upsets you, take a moment before replying. It's crucial to respond rationally and not emotionally in business communications.
9. Use a Meaningful Subject Line: Your subject line should give recipients a clear idea of the email's content.
10. Ensure Proper Salutation and Closing: A polite salutation and closing are essential to maintain professionalism.
11. Double-Check CC and BCC Fields: Ensure that the right people are in the right fields. Remember, CC (carbon copy) is visible to all recipients, whereas BCC (blind carbon copy) hides the recipients from others.
12. Confirm Before Sending Large Files: If sending large attachments, consider your recipient's mailbox capacity and whether their organization allows such files. Alternatively, use file-sharing platforms or services.
13. Avoid Using All Caps: Writing in all capital letters can come across as shouting and is considered rude.
14. Be Careful with Humor and Sarcasm: The written text doesn't convey the tone of voice or facial expressions, so humor and sarcasm can be misinterpreted.
15. Be Wary of Chain Emails and Forwarding: Be respectful of others' privacy. If you're forwarding an email, ensure it's appropriate to do so and remove any unnecessary or sensitive information from the thread.
16. Use Out-of-Office Responsibly: If you're not available, use out-of-office messages to inform senders when they can expect a response and provide an alternative contact if necessary.
17. Respect Time Zones: If you're communicating with someone in a different time zone, be considerate of their working hours.
18. Maintain Data Privacy: If discussing clients or other third parties, ensure you're not violating any data privacy laws or regulations.
Remember, an email reflects your professionalism and can leave a lasting impression on the recipient. Taking the time to craft a thoughtful, clear, and respectful email can greatly benefit your professional relationships.
Frequently Used Business Letters in Aviation Business
Sales Letters
Complaint Letters
Apology Letters
Adjustment Letters
Minutes of Meeting
In-office Memorandum Letters
Sponsorship Letters
Invitation Letters
Resignation Letters
Circular Letters
A circular letter is a professional and official version of a business letter format. It is frequently intended for a small group of people to exchange information with others. The letter's purpose is to communicate information. The information is typically "general" in nature and must be delivered right away.
Remarks
The main purposes are to share information with many people very quickly.
It must be written in business letter format.
It should not create conflicts.
It must be written in polite and clear tones.
ChatGPT Prompt
Write the Circular Letter for [target recipient, e.g., "Airport Ground Service Staff"]. The letter is about [the purposes of this letter, e.g., "the new regulation of the parking area for employees and the parking area for EV cars"].
Example:
Write the Circular Letter for the Airport Ground Service Staff. The letter is about the new regulation of the parking area for employees and the parking area for EV cars.
Example 1
CADT Airlines
November 16, 2023
Circular Letter: Updated Policies on Sick Leave and Parental Leave
To our Customer Ground Service Team,
We hope this letter finds you in good health and spirits. As part of our ongoing commitment to promote the welfare of our employees and align our practices with contemporary standards, we are pleased to announce important updates to our Sick Leave and Parental Leave policies.
1. Sick Leave Policy:
Effective January 1, 2024, the following changes have been made to our Sick Leave policy:
Accrual Rate: Employees will accumulate sick leave based on the number of hours worked, with a maximum accrual of 15 days per year.
Medical Certification: A medical certification will be required to validate the leave for sick leaves longer than 3 consecutive days. Please coordinate with the HR department for the submission of the necessary documents.
Unused Sick Leave: At the end of the calendar year, 50% of unused sick leave can be carried over to the next year, up to a maximum of 30 days.
2. Parental Leave Policy:
Effective January 1, 2024, the following provisions have been introduced to our Parental Leave policy:
Duration: Employees who meet the eligibility criteria are now able to take up to 8 weeks of paid parental leave upon the birth or adoption of a child.
Eligibility: Employees who have been with the company for at least 8 months and have worked a minimum of 1250 hours in that period qualify for parental leave benefits.
Pay During Leave: During the parental leave period, employees will receive 70% of their regular salary up to a capped amount of 10,000 Baht per week.
We believe that these changes will provide better support and flexibility to our team members, enabling them to manage their personal and professional lives more efficiently. We also hope these updated policies will contribute to an even more positive and caring work environment.
For any questions or further clarifications regarding these changes, please feel free to reach out to our HR department or your immediate supervisor.
Thank you for your dedication and hard work in ensuring our passengers receive top-notch service. We value your contributions and are committed to fostering a workplace that supports your well-being.
Warm regards,
Ron Weasley
Director of Human Resources
Example 2
CADT Airlines
November 16, 2023
Circular Letter: New Parking Regulations for Employees and EV Cars
To All Employees,
We hope this message finds you well. With the changing dynamics of transportation and our commitment to providing an efficient, eco-friendly environment, we are excited to introduce new regulations concerning our airport's parking facilities. These are designed to offer a smoother parking experience and cater to the growing community of electric vehicle (EV) drivers.
1. Employee Parking Area:
- Designated Zones: Effective from [effective date], all airport employees will have designated parking zones. Please ensure that you park your vehicle only in the areas marked "Employee Parking."
- Parking Passes: All employees will be required to display their parking passes on their vehicle dashboards at all times while parked. Application forms for parking passes are available at the HR department.
- Unauthorized Vehicles: Vehicles found in the employee parking area without a valid parking pass will be subject to towing at the owner's expense.
2. EV Car Parking Area:
- Dedicated Spaces: We have designated specific spaces exclusively for electric vehicles. These spaces are located near the Terminal 1 entrance for ease of access and are marked with green signage.
- Charging Stations: We have installed state-of-the-art charging stations for those who drive EVs. Instructions on how to use these stations are displayed prominently next to each unit. Kindly ensure you unplug and move your vehicle once it's fully charged to allow access for fellow employees.
- EV Parking Passes: In addition to the regular parking pass, EV drivers will receive a special EV sticker to be displayed on their vehicles, allowing them to use the EV parking zones. These can be obtained from the HR department as well.
We request all employees abide by these new regulations to ensure a smooth transition. Let's work together to make our airport a model of efficiency and sustainability.
For any queries or clarifications regarding the new parking regulations, feel free to reach out to the Facilities Management Team or visit our internal portal for a comprehensive guide.
Thank you for your understanding and cooperation in helping us maintain a well-organized and environment-friendly workspace.
Best regards,
Ron Weasley
Director of Facilities Management Team
Sales Letter
https://www.smartbusinessbox.in/types-of-business-letter-and-formats/#complaint
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