Communication in Professional Manners: Excelling Body Email Creation

IFSA LC UNHAS recognizes the importance of providing volunteers with valuable experience while trying to maximize the contribution to our projects. The series of Pervect, stands for Perceive Volunteer Education, part 3 was initiated to educate the volunteers and taught them necessary skill sets not only to improve their capability as an individual but also to suit the needs of our organization.

IFSA LC UNHAS realising that the quality skills of communication through e-mail is still needed to be improved from the previous term, therefore we hold educational activities related to the making the body email. Pervect OC carried out their third Pervect with the theme Communication in Professional Manners: Excelling Body Email Creation, as a way to increase the knowledge of the volunteers. Our objective is to teach the volunteers on how to create a good and correct body email used by IFSA LC UNHAS in formal communication. This activity was held online through Google Meet, on Wednesday, September 25, 2024 at 8 – 9 PM local time.

The activity was opened by Rofila Andartya Ramadhani as the moderator. She explained the background and series of Pervect activities. Then, she introduced Afifah Afra Utari, the vice president of IFSA LC UNHAS 2024/2025, which will introduce basic email knowledge and how to create an email body. Her presentation begins with an introduction to email including functions, uses, and how to use it. Email is one of the professional online correspondence-based digital communication platforms. Email works as a tool that is used to communicate by sending and receiving information, documents, and files electronically efficiently and quickly. Then Afifah explained functions in email such as recipients’ main (to), Carbon Copy (CC) is the copy, Blind Carbon Copy (BCC) is the hidden copies, the subject, email body and attachments.

Picture of Afifah Afra explaining the structure of email writing
by Ilmi Amaliyah Nuradha

After the presentation, Rofila opened a question and answer session to invite volunteers who wanted to ask questions to the speaker. Volunteers began to raise their hands as a sign of wanting to ask questions. She invited the participants to submit their questions. The volunteer, Verdhi, asked about the weakness of email as a communication tool and he further asked about the location of the delete feature after an email had been sent after hearing the answer for the first question. It was answered: one of the drawbacks of email is the frequent appearance of annoying promotional-based emails. These emails can drown out previous emails, so we rarely realize there are new emails or messages coming in due to being covered by advertisements. Furthermore, Afifah answered that the delete feature is very easy to use. The feature is located on the left side of each message that you want to delete. The writer only needs to select the message they want to delete, then press the delete option on the left of each message.

The Q&A session was over, and Rofila took over again. She gave a brief explanation of the benefits that volunteers can expect to get from participating in this session, namely that volunteers can understand how to compose a good and correct email body. In addition, in this activity it is hoped that volunteers can understand email questions well as outlined in the resume task and send emails well through direct practice of sending emails.

At the closing, Rofila thanked the speaker, Afifah, and the volunteers who had taken the time to attend this sharing session. She also apologized if there were any mistakes during this activity. She then closed it with a group photo session.

Pictures of volunteers during the sharing session 

by Ilmi Amaliyah Nuradha

This activity is expected to be a valuable opportunity for participants to improve their communication skills, especially in writing effective and professional emails. Hopefully, each individual can develop these skills to encourage better collaboration and build strong relationships in the workplace.

Written by: Ilmi Amaliyah Nuradha – First Stage Volunteer of Publication Sub-Commission 

Edited by: Amira Mufidah, Elmita Ayusyifa

Documentation by: Ilmi Amaliyah Nuradha

Keyword: e-mail, professional, communication

This article was produced by first stage volunteers of Publication Sub-Commission during the VOLUME #5 – Green Leaf: Autumn and Regeneration. ‘The Pervect Part 3 – Communication in Professional Manners: Excelling Body Email Creation’ was held at Google Meet, September 25, 2024.