e-Learning Blog

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

●What is Business Email Training

Business email training is a training program designed to improve skills such as writing emails, etiquette, and communication skills in a business context. It cultivates the ability to create emails that are clear, easy to read, and effectively convey the intended message.

●General Content of Business Email Training

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

・Email Format and Structure
You will learn the basic email format and structure, including the subject, greeting, body, and closing.

・Polite language and honorifics
You will learn appropriate language use, including honorifics and polite expressions.

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

・Effective Communication
Learn tips and techniques for smooth communication with others, such as how to attract attention in the subject line and writing methods that create a positive impression.

・Email Management
Learn how to organize your inbox and manage important emails, acquiring efficient email handling skills.

These are just examples, but by acquiring such skills and knowledge, you can achieve smooth communication without causing misunderstandings or discomfort to others.

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

Common Mistakes in Business Emails

(1) Sent an unclear email
If the subject or body is unclear, the recipient may not understand the content immediately, which can lead to business mistakes or delays in replies and responses.

(2) Did not use appropriate language
Lack of honorifics and polite expressions can give the other party a rude impression.

(3) Typos and Omissions
Having many typos and omissions can create an impression of lacking reliability and professionalism, leading to distrust from the other party and failing to achieve the intended purpose.

(4) Incomplete Attachments
Mistakes related to attachments, such as sending the wrong file or forgetting to attach a file, are common. In particular, if a file containing personal information is sent by mistake, it can lead to significant issues.

(5) Mistakes in Replies or Forwarding Addresses
It is also common to make mistakes in replies or forwarding addresses. Extra caution is required, especially when the content contains confidential or personal information.

(6) Sent via CC instead of BCC
When the recipient is specified in CC and sent, all recipients will know the email addresses of other recipients, raising concerns about personal information leakage. Additionally, recipients can see who received the email, which may lead to confusion or discomfort depending on the content.

(4), (5), and (6) are common mistakes that can occur when sending emails and often lead to significant troubles, so they tend to receive more attention. On the other hand, (1), (2), and (3) are related to the content of the email body, so there are likely many cases of "just a slip of the mind."

However, employees who are the senders of emails must not forget that they are interacting with others as "representatives of the company." Sending inappropriate messages can lead to complaints or troubles, and ultimately damage the company's trust. That is why it is essential to gain the correct knowledge through business email training.

Next, let's organize the benefits gained from conducting training.

Benefit 1: Smooth Communication
Through appropriate communication in business emails, it is possible to build smooth collaborative relationships with internal and external stakeholders, which can lead to the promotion of business and an increase in results.

Merit.2 Speedy Email Creation
New employees who are not familiar with business emails often lack knowledge about how to write emails and the precautions to take when sending them, which can lead to spending a considerable amount of time on email creation. With the correct knowledge of business emails, it is possible to reduce such wasted time.

Benefits.3
In office work, it is common to exchange numerous emails in a day. Related to Benefits.2, when you can create business emails quickly, it inevitably leads to an increase in work efficiency.

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

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

Business email training has been implemented in many companies and seems to be producing positive effects. Below, we will introduce success stories of companies that have implemented business email training, divided into "Before Implementation" and "After Implementation."

Case of a Certain IT Service Company

●Introduction to Business Email Training
Email etiquette and the email software used were inconsistent, and there were no unified rules within the company. Additionally, there were differences in the content and impression of emails among employees, which sometimes led to miscommunication.

●After the Introduction of Business Email Training
We learned the general manners and rules of business emails, as well as the reasons why those methods are effective. Furthermore, by establishing regulations to reduce email circulation by utilizing mailing lists, the progress of our operations has become smoother.

Case of a certain foreign consulting firm

●Introduction of Business Email Training
We were conducting year-round recruitment of new graduates and wanted to quickly make the newcomers "effective members". However, due to the nature of our consulting work, we were struggling with the difficulty of having senior staff teach through OJT.

●After the Introduction of Business Email Training
By conducting the training through an outsourced program, newcomers were able to acquire basic knowledge as professionals. Since the work involves a lot of email communication, the business email training is perceived as particularly beneficial.

Case of a Certain Manufacturing Industry

●Introduction to 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 poorly written emails were common, which was a source of concern.

●After the Introduction of Business Email Training
Through the training, employees were able to reflect on the emails they created and recognize the issues of "what went wrong and how to improve it." As a result, they began to improve voluntarily, leading to a reduction in misunderstandings and communication gaps caused by emails.

Emails are exchanged within a closed space between the sender and the recipient. Therefore, it can be difficult for third parties to notice mistakes or failures, and the parties involved may remain unaware of their errors. If that information were critical to the course of business, it could pose a significant risk. To avoid such risks and to enjoy the various benefits mentioned above, business email training is extremely beneficial.

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

At Human Science, we offer e-learning materials that make it easy to learn the basics of business email. Through this material, you can efficiently acquire the skills to create clear emails that effectively communicate with the recipient.

For more details, you can check this dedicated page.

>e-Learning Material "Basics of Business Email"

In addition, we also offer customization of teaching materials and content production utilizing videos and animations. If you are interested, please feel free to contact us.