Email Writing Skills

Emails:
 Common Communication channel.
 One of the advantages of email-quick and

direct
 We send an email for a particular purpose and

we expect an immediate action.

 Emails-formal and informal
 Logical structure
Email:
 E-Mail has become dominant means of
routine correspondence
Why?
 Time
 Convenience
 Cost
 Documentation
Emails can easily get overlooked. Follow these
simple rules to get your emails noticed and
acted upon.
Don't overcommunicate by email
 Avoid unnecessary details
 Different from text messages
 Keep Messages Clear and Brief
 An effective email message usually is limited

to one viewable screen or 2 screens.

 Not for long correspondence.
 Start on a Personal Note (Not mandatory)
It’s good to get to the point, but including a
personal note or two can warm up the whole
exchange
 Keep it Short
 Read it Twice
Master the Subject Line
 A newspaper headline has two functions: it
grabs your attention, and it summarizes the
message, so that you can decide whether to
read it or not. The subject line of email
message should do the same thing.
 Consider giving attention to email subjects
 A blank subject line is more likely to be
overlooked or rejected as "spam," so always
use a few well-chosen words to tell the
recipient what the email is about.
 For example, in an email to a client or a team

leader, something like “Need Your Action

Please” would get the task done much faster
rather than subject line “The Meeting Notes”.
 You may want to include the date in the subject
line if the message is one of a regular series of
emails, such as a weekly project report. For a
message that needs a response, you might also
want to include a call to action, such as "Please
reply by November 7.“
 A well-written subject line delivers the most
important information, without the recipient
even having to open the email. This serves as a
prompt that reminds recipients about your
meeting every time they glance at their inbox.
Subject Line:
 Subject line should give specific information
about the contents of your message.
Choice of words:
 Your choice of words, sentence length,
punctuation, and capitalization can easily be
misinterpreted without visual and auditory
cues.
 Find a less ambiguous way to phrase your

words.
 Subject line: short
 Salutation: Formal & Informal- depending

upon how well you know the person you are

writing to.
 Opening sentence: Why you are writing
 Body
 Conclusion: What kind of response, if any,

you expect
 Close: Formal & Informal

Regards/Best wishes