The 11 parts of an email (explained and with examples)

Email has become a key tool in our time, allowing us to send messages quickly and instantly.

Messaging platforms not only allow you to send written text to your target audience, but also provide the option to attach other documents and media such as music, videos, and presentations.

they are diverse parts of an email, Which we will examine below.

    E-mail functionalities

    Electronic mail, also known as electronic mail (electronic mail), is an Internet service that allows you to send and receive text messages and media files between users around the world. The files that can be sent are of all kinds, such as music tracks, images, videos, documents … and it is thanks to this, with its speed and ease of consultation at any time, that e-mails have “ become the primary means of communication today.

    To send and receive e-mails, you must have an account on one of the pages offering this type of service, in addition to having access to the Internet. The vast majority of these pages allow you to report for free and the technology behind them is based on a protocol called SMTD, which is also used by other systems. The most used email pages today are Gmail, Yahoo! mail and Outlook.com.

    While in real life users have physical email addresses, which can be our home or office, in the virtual world we have to use a written and digital email address. This address cannot be repeated in the network and usually consists of a set of words (username) accompanied by an @ symbol (arrova) and then the name defined by the network.

    The person the message is sent to does not need to be logged in at that time to receive it, nor do we need to be logged in all the time if we are to receive messages that are relevant to us. sent by others. As long as the message is sent to the correct email address, the person we want you to receive will receive it, unless your own account identifies the message as SPAM and classifies it in your email folder. spam.

    Like lifetime mail, email requires a series of data to be filled in to be sent. Just like in a traditional letter, we put the sender, the sender, an envelope with written text or photos, emails require us to state who we are sending it to, what we mean by it and if we may or may not include other elements. The length and formality of the message body will depend on the user and the context.

    Main parts of emails

    The main parts of the email are:

    on your mind

    the header is a set of lines in which appear the main information for sending the message. It is in this part that you can read the e-mail addresses of the sender of the message (sender) and of the recipient (recipient), as well as the date and time of sending. The header is at the top of the mail window that we type and consists of the following parts.

    1. Sender

    Usually in the header the sender part is in the form of an empty space presented with the word “From:”. This is the area where the email address of the person sending the message is located.

    2. Recipients

    The recipient part is an empty header space that often begins with the word “By:” and in it is put the e-mail address to which the message is addressed. This is essential in an email because, like any letter, you need to know who it is being sent to.

    In case the email address you entered is invalid, misspelled or most instant messaging services have a feature that alerts us that the message could not be sent due to a problem with the recipient. In other cases, the message is sent but will not end anywhere.

    3. CC or CCO

    In the same section “Recipient”, at the end, there are the acronyms “CC” and “CCO”. These two options are optional and allow you to note other email addresses to which you want to receive the copy of the email to send.

    CC option means “with copy”, showing all addresses to all recipientsIn other words, everyone who receives the message will have access to the emails of other people who have received the same text.

    The CCO option, which means “with blind copy”, consists of sending the same message to several people as in the case of CC, but with the particularity that the e-mail address of people who received this same e-mail is not displayed.

    4. Data

    Most messaging services have an enabled feature that shows the time and day the message was sent.

    5. Confirmation of receipt

    Some services have a feature that lets you know if the sent message has been received by that person to whom it was addressed.

    6. Answer and transfer buttons

    In the header, there may be a button that says “Reply”, which this saves us from having to write again the e-mail address of the person sending us a message to send them the reply, while the “Forward” button sends the same message to the same address or to others in the event that we have added new addresses E-mail.

    7. Purpose

    In “Subject” is where the mail editor should put a title or subject linked to the body of the message, Or briefly explain why you are sending the same. This sentence will allow the recipient to know what it is before opening it.

      Message editing window

      After the header we have the part in which we will write the body of the message in addition to attaching files or signing in case we wish.

      8. Message body

      The body is the worded part of the message and can be as long as we want. This is where we will write all the reasons why we are writing and what we want to say to the recipient of the message.

      9. Editing toolbar

      Most email services have an editing toolbar enabled gives the body for writing the message section similar characteristics to a conventional word processor. Thanks to this bar we can change the font size, color, font, underline, bold, organize the text in bullets …

      10. Attachments

      eventually, the message may be accompanied by attachments, i.e. multimedia elements or other documents in different formats, In PDF or Word format. These files must be downloaded by the recipient to be able to open them and can be of all kinds: photos, videos, documents, folders, presentations, music tracks, spreadsheets …

      Although several can be sent in the same email, it will be necessary to take into account the space they occupy and, if the capacity allowed by the email is exceeded, they will have to share other messages.

      There is a button to attach documents at the end of the message editing window, in which if we click we will see a window where we can search for the desired file on our PC. Another option is to drag and drop what we want to attach and place it in the body of the message, where it will be automatically downloaded.

      11. Company

      Finally, at the bottom of the email, we have the signature, an optional function that can be pre-programmed. This signature can include our name, our email address, the name of the organization for which we work, as well as put a personalized signature with phrases and emoticons.

      It is recommended to use this space to put the same data that a business card would carry, in particular in putting the name, contact phone number, position and company you work for in case of professional email.

      Essential aspects in the body of the message

      The part of our email that conveys the most information is, without a doubt, the body of the message. There are a number of aspects that Cal take into account to be careful when composing an email, especially if the message we are sending is intended for an important person and requires more formal recording.

      1. Greetings

      The greeting is the first part of the message and it is crucial that it be present if it is formalAs this is the first thing our recipient will read. Which phrase we use to begin the message text will depend a lot on who we are talking to.

      Some formal expressions that we can use are:

      • Distinguished gentlemen
      • Dear President
      • Dear Sir Madam
      • Dear Sir Madam

      Less formal expressions are:

      • Good morning all!
      • Hello, NAME
      • Hello,
      • Good morning / afternoon / nights

      2. Content of the message

      After we greeted we started to explain the detailed idea or reason for reaching out to our recipient. Here’s everything you want to convey to the person we’re sending the message to. As we mentioned, its scope is very variable and depends on the context and what you want to communicate.

      In the case of a business email, it is recommended that this message be short and to the point, getting to the point as quickly as possible but keeping a formal and cordial record, especially if we are talking to our boss.

      Whatever register we use, it is essential to take care of grammar, punctuation, spelling and other aspects of adequacy. We can talk to a friend or someone we trust a lot, but to make sure we understand each other well, it is very important to take care of these aspects.

      3. Farewell

      Finally, at the end of the message body, we can say goodbye, especially if it’s a formal message or if it’s addressed to someone important. It is very important that the message ends with a good closure, appropriate for the specific record and context. This farewell must be said after having spoken of all the points which were wanted.

      Some farewell expressions are:

      • Thank you in advance.
      • Best regards
      • Regards,
      • Yours faithfully,
      • Thank you for your time.
      • See you later.
      • See you soon.
      • Best wishes.

      It is recommended that the sender’s name be mentioned in farewells, although this may not be necessary depending on the situation. For example, if it is a constant exchange of emails, in which the previous message is replied and a thread type conversation has been established, it will not be necessary to put the name in all the messages.

      Bibliographical references:

      • Your Dictionary (sf) The basics of an email and address Your dictionary. Retrieved from: https://reference.yourdictionary.com/resources/basic-parts-of-an-email-message-and-address.html
      • Syntax. (sf) Anatomy of an electronic message. A Syntaxis.com. Retrieved from https://www.syntaxis.com/anatomy-of-an-email-message

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