Writing Emails
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The document provides guidance on writing professional emails, including: 1) Email is a widely used form of communication and you will likely need to write emails for your job or role. 2) Effective emails are concise, consider the audience, have a clear goal or purpose, and are proofread. 3) Emails include elements like the to/from addresses, subject, date, salutation, body, closing, and signature. 4) A step-by-step process is outlined that includes identifying the goal, considering the audience, keeping the email concise, proofreading, using proper etiquette, and including the standard email elements.
Writing Emails
- 2. Writing Email • Email is one of the most widely used forms of communication both in and out of the workplace. • Because of its speed and efficiency, you will likely use email in some capacity no matter your role or industry. • You can write professional emails for a variety of reasons. For example, you might need to recap an important meeting, exchange information, relay an important update, or send a letter of introduction.
- 3. FORM AND CONTENT Teaching email is difficult because there are no standard rules. However there are certain conventions that many people follow, yet you can enjoy a lot of freedom to deviate from these conventions.
- 4. FORM AND CONTENT The form and content of email is quiet similar to letters, so we will be able to apply most of the knowledge that we have already learned while discussing writing letters.
- 5. Six Steps for Writing Professional Emails 1. Identify your goal: Before you write an email, ask yourself what you want the recipient to do after they’ve read it. 2. Consider your audience: When you compose an email message, make sure your tone matches your audience. For example, if you’re emailing a business executive you’ve never met, keep the email polished and free of any jokes or informalities. 3. Keep it concise: Your audience might have little time to read through your email, so make it as brief as possible without leaving out key information. 4. Proofread your email: An error-free email demonstrates diligence and professionalism. 5. Use proper etiquette: Include a courteous greeting and closing to sound friendly and polite.
- 6. PARTS OF EMAIL 1. To Address 2. CC (carbon copy) 3. BCC (bi-carbon copy) 4. Subject Line 5. Date 6. Salutation 7. Opening 8. The Body 9. Closing 10. Signature Block
- 8. HOW TO WRITE AN EMAIL: STEP-BY-STEP 1. Write appropriate email addresses in the “To” address space. 2. Write the subject of the email: Be sure that the subject aptly explains the purpose of the email. Always write a subject line that is informative, direct and short.
- 9. • Use sentence case, not all caps in the subject line. Eg: Request for replacing computer Application for the post of Engineer 3. Date: Write the date at the very beginning itself. Eg: 21 March 2020 4. The Greeting (Salutation): Always open your email with a proper salutation. Eg: Dear Sir, Dear Mr. Prasad,
- 10. 5. The Opening : State your purpose in the opening sentence. Don’t write a long introduction. Eg: I am writing to enquire about … I am writing in reference to … This is in response to your advertisment… 6. The Body : Write exactly what you want, in an email as short as possible. Try to reduce your email in one or two paragraphs.
- 11. 7. The Closing: Courtesy is always important, no matter how short the email is. It is the last line of your email that goes before your signature and should wrap up your message. For more formal emails: I look forward to speaking with you on Wednesday. Thanks again Yours sincerely, Yours faithfully, Use a professional closing: Best regards, Sincerely, Thank you,
- 12. 8. The Email Signature: A professional signature makes it easy to contact you. It often contains: ➢full professional name ➢ job title ➢business phone/fax numbers ➢street address ➢business website, if any
- 14. JOB APPLICATION 21 March 2020 Dear Manager, I saw your job posting for a graphic designer in the ABC site. I wish to apply for the position advertised. I have extensive experience in the planning and design of all graphic-related projects. In my position as ___ for ___ Company, I was part of several projects for website design, the company intranet portal, product brochure design, print and media advertisement as well as newsletters for our customer subscribers. Attached is my resume; these are some sample websites that I designed: I look forward to hearing from you. Thank you for your consideration. Best Regards, Your complete name Your company address Your phone number
- 15. SAMPLE QUESTIONS 1. You had purchased a laptop computer through an online marketing site. You find that the product is not of the specifications you had asked for. Send an email to the customer care requesting for a replacement. 2. John after completing his diploma in mechanical engineering wanted to join ABC Company, Mumbai. He decided to send an email to the HR Manager presenting his candidature for the post of supervisor. Help him draft the email.
- 17. Thank You