e-Learning Blog

First, let's understand the overview of business email training.

●What is Business Email Training?

Business email training is a training program aimed at improving email writing and etiquette, communication skills, and other aspects related to emails in the workplace. It helps develop the skills to create clear, easy-to-read, and effective emails that effectively convey the intended message to the recipient.

●General Content of Business Email Training

In general business email training, the following topics are covered.

・Email Format and Structure
Learn the basic format and structure of emails, including subject lines, greetings, body, and closing.

・Polite language and honorifics
We learn appropriate language usage such as honorifics and polite expressions when speaking to others.

・Clear communication skills and summarization ability
Learn techniques and methods to enhance your ability to clearly and concisely express the information you want to convey.

・Effective Communication
Learn tips and techniques for smooth communication with others, such as how to attract attention and create a favorable impression through subject lines and introductions.

・Email Management
Learn how to organize your inbox and manage important emails to improve your efficiency in handling emails.

These are just examples, but by acquiring these skills and knowledge, you can achieve smooth communication without causing misunderstandings or discomfort to the other party.

First, let's pick up common mistakes in emails that often occur in business scenes and recognize the importance and necessity of business email training.

〈Common Mistakes in Business Emails〉

(1) Sent an email with unclear content
If the subject or body is unclear, the recipient may not be able to understand the content immediately, which can lead to work mistakes or delays in response and handling.

(2) Did not use appropriate language
If there is a lack of honorific language and polite expressions, it can give the impression of being disrespectful to the other person.

(3) Typos and Misspellings
Having many typos and misspellings can give the impression of lacking reliability and expertise, causing the other party to feel distrust or making it impossible to achieve the intended purpose.

(4) Insufficient Attachments
Mistakes related to attachments, such as attaching the wrong file or forgetting to attach a file, are common. In particular, if personal information is mistakenly sent, it can become a serious problem.

(5) Mistakes in Reply or Forwarding
Mistakes in reply or forwarding often occur. Special attention is required if the content contains confidential or personal information.

(6) Sent to CC instead of BCC
If you specify the recipient as CC and send it, all recipients will know the email addresses of other recipients, which may lead to the leakage of personal information. In addition, recipients can know who received the email, which may cause confusion or discomfort depending on the content.

(4), (5), and (6) are common mistakes that occur when sending emails and can often lead to major problems, so they tend to receive more attention. On the other hand, (1), (2), and (3) are related to the content of the email, so there are many cases of "carelessness".

However, employees who send emails must not forget that they are representing the company. Sending inappropriate messages can lead to complaints, troubles, and ultimately damage the company's reputation. That is why it is necessary to acquire the correct knowledge through business email training.

Next, let's organize the benefits that can be obtained by conducting training.

〈Benefits 1〉Smooth Communication
Through appropriate communication via business emails, it is possible to build a smooth cooperative relationship with internal and external stakeholders, leading to improved business operations and results.

〈Benefits.2〉Faster Email Creation
New employees who are not familiar with business emails may spend a considerable amount of time creating emails due to lack of knowledge on how to write and send them. With proper knowledge of business emails, it is possible to reduce this wasted time.

〈Benefits.3〉Improved Work Efficiency
In office work, it is common to exchange multiple emails in a day. This is related to Benefits.2, but being able to create business emails quickly will naturally lead to an increase in work efficiency.

〈Benefits.4〉Reducing Troubles
As mentioned in the previous chapter, learning the correct way to write emails and proper etiquette can help prevent complaints and troubles. In the case of emails, the sending records and data are always kept, so let's make sure not to send incorrect information or rude content.

To enjoy these benefits, let's conduct business email training and ensure that all employees acquire practical skills and knowledge.

Business email training has been introduced in many companies and seems to have positive effects. Below, we will introduce successful case studies of companies that have introduced business email training, divided into "before introduction" and "after introduction".

<Case of a certain IT service company>

●Before Introducing Business Email Training
The email manners and email software used were inconsistent, and there was no unified rule within the company. In addition, there were differences in the content and impression of emails among employees, which sometimes caused miscommunication.

●After implementing business email training
We learned about the general etiquette and rules of business emails, as well as the reasons why these methods are effective. Additionally, by setting regulations to reduce email traffic by half using mailing lists, our business operations have become smoother.

〈Case of a certain foreign consulting group〉

●Introduction to Business Email Training
We were conducting year-round recruitment of new graduates and wanted to quickly "strengthen" our new employees. However, due to the nature of our consulting work, we were struggling with the difficulty of teaching through on-the-job training by senior employees.

●After introducing business email training
By implementing training through an outsourced program, new employees were able to acquire basic knowledge as a working professional. As email communication is a common task, business email training has been particularly well received.

〈Case of a certain manufacturing industry〉

●Before Introducing Business Email Training
We wanted to improve the email skills of employees in the Sales Support department. Until now, there was no basic email format and unreadable emails were rampant, which was also a source of concern.

●After implementing business email training
Through the training, employees were able to reflect on the emails they had created and realize the issues they had, as well as how to improve them. As a result, they became more proactive in making improvements, leading to a decrease in misunderstandings and communication gaps caused by emails.

Emails are exchanged within a closed space between the sender and receiver. As a result, it can be difficult for third parties to notice mistakes or failures, and the parties involved may remain unaware of their errors. If this were to involve important information that could affect the course of business, it could also pose a significant risk. In order to avoid such risks and to reap the various benefits mentioned above, business email training is highly beneficial.

So, why not start with the basics of knowledge and manners?

At Human Science Co., Ltd., we offer e-learning materials that allow you to easily learn the basics of business emails. Through these materials, you can acquire the skill of efficiently creating easy-to-understand emails that will be effectively conveyed to your recipients.

Details can be confirmed from the dedicated page here.

>e-Learning Materials "Business Email Basics"

In addition, we also offer customizing materials and content creation using videos and animations. If you are interested, please feel free to contact us.