Email Writing 101

A basic course for beginners

www.zensar.com | © Zensar Technologies 2020

 WHAT DO YOU EXPECT FROM THE
PROGRAM?

02/28/2022 www.zensar.com | © Zensar Technologies 2018 2

Why this course?
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What is there in this course?

• Become proficient in email etiquette

• Compose properly structured emails
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• Learn most commonly used correspondence phrases
• Master the necessary formal tone grammar
• Become competent in essential punctuation rules
• Avoid embarrassing mistakes that can cost you
Forgetting curve

The forgetting curve hypothesizes the decline of memory retention in time. This curve shows how information is
lost over time when there is no attempt to retain it

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Understanding Email Etiquette
“Email etiquette refers to a set of principles that help define what is appropriate,
acceptable, and polite when communicating electronically. The base for these
principles is simple common courtesy adapted to the unique nature of a text-only,
electronic environment.”

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 Fundamentals first – The Do’s and Don’t’s!!

• Don't Rely on E-Mail Exclusively

• Do Police Yourself
• Do Keep it Short
• Do Distribute to a short List
• Do Use Fair, Respectful Language
• Gender issues
• Race, religion, or ethnicity
• Disabilities
• Age

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 TROUBLESHOOTI
NG E-MAILS
ACTIVITY TIME

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Identify the errors – No 1

To: Deepak Mallik

CC:
Subject: What Do You Need This Week?

Good morning Deepak—

What products do you need this week? As always, I am here to help you.

Sincerely,
Sanjana
Your customer rep for the best products on the face of the earth

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Identify the errors – No 2

To: Karan Gupta

CC:
Subject: need to recapitulate your position and plan strategies

Dear Karan,
We are cognizant of the fact that you will be compelled to change your production schedule
And we understand you will need time to recapitulate your position and plan strategies May I
suggest that you utilize whatever modifications are necessitated to obtain the wherewithal to
restructure your department ASAP.

Sincerely,
Mrs. Suma

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Identify the errors – No 3

To: All Employees

CC:
Subject: Lights at Night!

I want the lights—ALL THE LIGHTS—shut off every night. This is the
third time I've told you this.

Swadha Kumari,
President and CEO

www.zensar.com | © Zensar Technologies 2017 11

Email Etiquette

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Formal Vs Informal
Email Etiquette

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Email Etiquette - Privacy

• Tell secrets in person

• Can’t say it in person, don’t email it
• Anything offensive
• Anything defamatory v
• Anything slanderous
• No threats
• No racism
• Don’t be hateful
• Don’t be a bigot
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Quiz

Question 1:Informal tone is used:

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Quiz

Question 2:Formal tone is used

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Quiz

Question 3:If you can't say something directly to someone, it's perfectly fine to write it in an email.

True or False

Question 4:If I say that an email is private, then it's private.

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True or False

Question 5:All CAPITAL letters are allowed in a formal email if to make something stand out.

True or False
Quiz

Question 6:It's better to use *asterisks* than quotation marks for emphasis

True or False

Question 7:Email addresses can contain spaces

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True or False

Question 8:CC (carbon copy) is used to:

Quiz

Question 9:If you want to hide the recipient list, you should use:

Question 10:When forwarding to multiple recipients, it's best to use:

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 Thank you
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