Table of Contents

1. Introduction

2. Elements / Structure of Email writing

• To, CC, BCC
• Subject line
• Salutation
• E-mail body
• Conclusion
• Attachments
• Signature
• Format & Layout

3. Email scenarios with examples

4. Tips to E-mail writing

5. Email Sample

ELEMENTS OF EMAIL WRITING

To, CC, BCC

• The recipient mentioned in the 'To' section is to whom you will be sending the e-mail.
• The purpose of the "CC" section is to keep another person informed about the email (like a team member or manager)
• The purpose of the 'BCC' section is to keep someone informed about the email other than the recipient of the email.

SUBJECT LINE

• Never leave the subject blank.
  
• The subject line should be short, to the point, and relevant to the email's content.
• If you do not have anything to say in the body of the message, type EOM) at the end of the subject line - EOM stands for "end of the message."
• Modify the Subject field to reflect the email's content.
• Never reply to an old email by writing about something utterly unrelated.

SALUTATION

• The salutation is an important field/section of the email.
  
• Even if the salutation is being sent for non-professional reasons, such as birthday greetings or congratulations messages, it should remain formal.
  

Examples:

To Whom It May Concern: Use when you do not know whom to send the email to, such as writing to a company.

Dear Sir / Madam: Use this salutation when addressing someone whose name you do not know

Hi / Dear Rishi: If you know the name of the recipient’s name, start with the first name

Hello / Hi / Dear Team: Use when you write to your team members

Hi: Hi is an acceptable salutation in multinational companies

EMAIL BODY

• The email body should have a beginning [introduction], a middle [the reason for writing], and an end [closing remarks]
• State purpose of the email in the first sentence

• Limit the number of paragraphs for clarity 

CONCLUSION – A one-liner anticipating the response from the recipient

Example:

We look forward to meeting you 

I would be glad if you could respond as soon as possible

SIGNATURE / SIGNING OFF

• Thanks & Regards
• First Name Last Name
• Telephone / Mobile number
• E-mail address

Note:   

• Never tamper with pre-set signatures.
• Create a professional one with your name and contact details
• Avoid quotations in the signature section

Do not use the below sign-offs

• Kind regards
  
• Warm regards
• Regards
• Best wishes
• Hugs
• Cheers

ATTACHMENTS

• Double-check that you have attached the file/document
  
• Double-check the name of the attachment or document 

FORMAT & LAYOUT

• Use fonts that are appropriate for a professional setting. Stay away from fancy fonts -- only the standard fonts are accepted.
• Do not use more than one color. Use black or blue
• Keep font sizes consistent.
• Avoid using all capital letters in an email. When you write in ALL CAPS, you are SHOUTING
• Avoid patterned backgrounds 
• Do not use Italics as a font 
• Leave space between the salutation, paragraphs, and signature
• For lists, use bullets and/or numbers. Avoid unfamiliar acronyms/abbreviations and clichés 

E-MAIL SITUATIONS with examples

The two ways in which business emails usually start are:

• first contact with the recipient or 
• they refer to an earlier communication, such as a phone call, a meeting, or a previous mail correspondence

I am (we are)

writing to

inform you that …

confirm …

enquire about …

complain about …

E-MAIL MAKING A REQUEST

Request you to consider…

E-MAIL DELIVERING GOOD NEWS

We are excited to share the news that... 

E-MAIL DELIVERING BAD NEWS

Unfortunately, I am afraid it would not be feasible... 

EMAIL OFFERING FUTURE ASSISTANCE

If you require any support, please contact us.

TOP 22 TIPS TO EMAIL WRITING

• Greet accordingly 
  
• Never leave the subject line blank
• Do not use humor
• Avoid slang 
• Do not hit “reply all” 
• Avoid BCC [blind carbon copy] 
• End on a strong note
• Never say ‘Sincerely yours’- it is inappropriate
• Avoid statements like – 'do not hesitate to call me.' 
• Do not use SMS lingo like 'ur' or'gr8.'
• When sending large files, always "zip" or compress them before sending
• Make sure the malware, adware, and spyware applications are up to date and that they scan all incoming and outgoing emails 
• Do not forward chain email no matter how noble the cause maybe
• If you cannot reply to an email right away, at least acknowledge the email and let the sender know you will respond as soon as possible
• Do not reply to an angry email immediately
• Do not reply to spam email
• Keep the content gender neutral
• Do not use email for confidential information
• Use active speech instead of passive voice
• Keep sentences to 15-20 words
• Proofread the email for grammar and spelling errors

EMAIL SCENARIOS 

Scenario 1: Accepting the job offer

Quick Tips:

• Show appreciation for providing the job opportunity
• Accept the job offer and express thanks 
• Ask for any required information you would like to know.

Reply Email Sample

[Hi first name],

Thank you for being offered the post of HR Executive at JKL and Co. As stated in the interview, my earliest available date is January 4, 2022. I would be glad if you could confirm the joining date.

Please let me know if there is any further information that you require.

Thanks & Regards, 

(Your name)

(Your title)

(Contact details)

Scenario 2: Email your manager that the project will not be completed within the timelines 

Quick Tips:

• Apologize for the delay
• Provide valid reasons for requesting an extension
• Set a new deadline and inform how you intend to accomplish it.

Email Sample:

[Hi first name],

I am writing to inform you that the ABC project we are now working on will not be completed within the deadlines. I would like to request a two-day deadline extension.

Our client has yet to update the most recent specifications. We are waiting for the same.

Please accept my apologies for missing the deadline. I assure you that I will complete the task in the next two days.

Thanks & Regards,

(Your first name)

(Your title)

(Contact details)

If you follow these simple rules, you will be able to write emails like a pro in no time. 

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