A Genre Analysis of a Professional Email Paper Example

Introduction

An email is a system of transferring information from one person to another through telecommunication networks which occurs between terminals or computers utilizing the dedicated software. Louhiala-Salminen et al. (244) define a professional email as a message which is distinctively composed and electronically sent from one person to another through intranet or internet communication platforms. A professional email includes an address of both the recipient and the sender. Moreover, there is various essential genre attributes every email should have which makes it achieve its intended objectives. Therefore, the professional emails should contain different genre features for it to achieve the intended goals and objectives for which it is composed and sent to the recipient.

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Genre Features of a Professional Email

• A well-structured professional email must entail the following characteristics;
• The email should be brief, concise and direct to the subject line.
• A professional email should have a proper language and tone (Kankaanranta et al. 288).
• The email should have a central intention
• The email should be organized logically
• The content of the email should provide value to the customer

Purpose of a Professional Email

A professional email serves different purposes, particularly in a business entity. An email is a handy tool for sharing information among organization management and employees (Toth et a. 450). For instance, information about emerging policy and changes in the normal activities of the business is easily communicated to the main stakeholder in an organization (Schoeneborn 1777). A professional email can also be used for marketing and advertising. It can be used to reach customers more efficiently and conveniently (Riemer et al. 13). It can additionally be used in communication such as negotiating with various enterprises in the business industry. For example, a business can inform another company of the services it offers and asks for a contract of working together. In this case, the business will send a mail briefing the services it offers and why it wants a contract of partnership with the other company.

Professional Email Sample

To: [email protected]

CC: [email protected]

Subject: Introduction to Business Services

Honorable, Mr. Austin

I, Sheehy Halloween, Ariel Cleaners Enterprises manager am writing to introduce you to our new organization that specializes in the provision of cleaning services to various business and companies' premises. We also deal in dry cleaning of machinery and electronics.

The business has been operating for the last fifteen years with quality performance as well as being available and efficient for our clients. Our client's list includes all the organizations in the town including the highly reputed industries. Our services are not directed to a single line since we offer plumbing services as well as sewerage cleaning of drains and pipes inside and around the organization premises. We are certain of the quality of the services we provide based on the feedback from our clients after provision of cleaning services. Additionally, we have never received any complaint about our performance of the services. It would be with prodigious integrity and respect to conduct business with your organizations as we help you maintain the internal and external environment. We will humbly appreciate as we add your Millers Limited organization to the list of the reputed organization in the city.

As the manager of the industry, I will appreciate if you consider our cleaning services in your organizational premises. In case of further inquiries, you can get us through our contacting email which is 2345-89654-67503.

I am looking forward to receiving your response regarding this contract to work with your organization as we conserve our environment.

Yours faithfully,

Sheehy Halloween

Use of Genre Features of a Professional Email

The professional email sent by Ariel Cleaners Enterprises manager is brief concise and direct to the subject line. The sender uses few words to communicate much information. She has reduced unnecessary information such as greetings and knowing the conditions of the Millers Limited manager. She also does not take much time in introducing the subject of the communication. Rather, at the beginning of the email, she states the most significant information such as introducing herself (Tardy et al., 167). She also directly states the principal intention of sending the email. This is when she says that she is writing to invite Millers Limited to enter into a business agreement with Ariel cleaners to receive its cleaning services which it provides to various companies. This is furthermore presented in the first sentence of the email.

Proper language and tone features are also evident in this professional email. Emails are prone to various potential drawbacks due to tonal misinterpretation. Therefore, the sender ensured that her words are understood appropriately when read by the recipient of the email (Crossouard et al. 385). For instance, since she was writing to the Millers Limited manager for the first time, she ensured that she addressed her formally when she wrote to Mr. Austin. Additionally, the sender is straightforward and is cordial. She is not sarcastic since because she assumed that the recipient would view every information in the email literally.

The professional email is furthermore logically structured. The sender begins the email by addressing her recipient and proceeds to address the subject of the email (Starke-Meyerring et al. 470). She divides her subject in various ways. She separates various sections chronologically. For instance, she describes the primary functions of her company and in the next section recaps this activity by stating that the company has been in operation for the last fifteen years. Additionally, each paragraph explains a single idea.

The content of this email furthermore provides value to the receiver. The sender message has the potential to provide value to Millers Limited manager. This is evident from the description of the outcome of the agreement if she decides to agree with Aerial Cleaner Enterprises. Value is furthermore what makes the recipient want to have more conversation to the sender hence it is essential since it may influence her response.

Conclusion

A professional email as an electronically sent message between terminals or computers from one person to another has been seen to contain various characteristics known as genre features. Professional emails have also been essential in businesses for communication, marketing, and advertising, reach more customers, and negotiations. The most significant features present in professional emails are that the emails are brief, concise, and direct to the subject. They have also been seen to have a proper language and tone that ensures there is a formality in the communication and avoids tonal misinterpretation. They are also logically structures where the sender arranges and separates various sections chronologically. Professional emails also have a feature which has been seen to provide value to the receiver which impacts the recipient's response. Therefore, this features should hence be comprehended by various individuals both in business and other areas to ensure that professional email achieves their primary goal and objective.

Works cited

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Kankaanranta, Anne, and Wei Lu. "The evolution of English as the business lingua franca: Signs of convergence in Chinese and Finnish professional communication." Journal of Business and Technical Communication 27.3 (2013): 288-307.

Louhiala-Salminen, Leena, and Anne Kankaanranta. "Professional communication in a global business context: The notion of global communicative competence." IEEE Transactions on professional communication 54.3 (2011): 244-262. Von Nordenflycht, Andrew. "What is a professional service firm?

Riemer, Kai, Paul Scifleet, and Ruwen Reddig. "Power crowd: Enterprise social networking in professional service work: A case study of Yammer at Deloitte Australia." (2012).

Schoenborn, Dennis. "The pervasive power of PowerPoint: How a genre of professional communication permeates organizational communication." Organization Studies 34.12 (2013): 1777-1801.

Starke-Meyerring, Doreen. "Meeting the challenges of globalization: A framework for global literacies in professional communication programs." Journal of Business and Technical Communication 19.4 (2005): 468-499.

Tardy, Christine M., et al. "Genre analysis." Pragmatics of discourse 3 (2014): 165.

Toth, Christopher. "Revisiting a genre: Teaching infographics in business and professional communication courses." Business Communication Quarterly 76.4 (2013): 446-457.