Email Writing

Before writing an email:

Think about your message before you write it
Decide on the purpose of your message: what you would like to achieve
by writing that email.
What's your audience what's your intended result. Don’t send emails
hastily.
Keep in mind that people receive a ton of emails.
5 EMAIL MAIN MUST HAVES

1. Email Address
2. Subject Line
3. Salutations/Greetings
4. Body/Message
5. Closings/Signature
5 EMAIL MAIN MUST HAVES

 Subject Line
Should convey main point of your message
Be specific
Make it Catchy

Bad Subject line Good

Graduate Training Application for Graduate Training
5 EMAIL MAIN MUST HAVES

 Salutations/Greetings
Use some kind of greeting, Don’t just start with your text.

e.g. Dear Pony, Hello Mariam

5 EMAIL MAIN MUST HAVES

 Message/Body
Email content.
the detailed purpose of your email

.
5 EMAIL MAIN MUST HAVES

 Closings
End the Email in a polite way
Common Endings are: Yours sincerely, Warm Regards, Best
Regards

Include your name at the end its annoying to receive an email

that doesn’t include the name of the sender.

Warm Regards,
Alaine Kimbugwe
Human Resource Manager
 PAY ATTENTION TO:

1.Paragraph Spacing
2.Font
3.Writing Style
4.Punctuation
5.Tone
6.Attachments
 PAY ATTENTION TO:

 Font
Fonts shouldn’t be too small or too large.
Use easy to use fonts

 Paragraph spacing
Use Paragraphs to separate your thoughts
Paragraphing your email will make it neater and easier to
read
 PAY ATTENTION TO:

 Writing style

 Punctuations
Make sure to punctuate your emails correctly. Put the full
stops(.) and commas(,) where necessary
 PAY ATTENTION TO:

 Attachments
Make sure to mention somewhere within the email body
that the email contains an attachment

 Tone
Pay attention to the tone of your message. Since your words
are not supported by gestures, you could be misunderstood
The tone of your email should be polite
 OTHER TIPS FOR EFFECTIVE EMAIL WRITING:

 Cc and Bcc (‘carbon copy’ and ‘Blind carbon copy’)

Copying individuals is useful when you want to send your

email to a main individual but would like to let another
person know that this conversation s happening

Blind copying is useful when you don’t want recipients to

view themselves
 OTHER TIPS FOR EFFECTIVE EMAIL WRITING:

 Opening and Closing Phrases

Opening Phrases Closing Phrases
1. In reply to your letter.. 1. Please contact me again if
2. As a follow up on you need more information
the phone call we had.. 2.I look forward to hearing
from you
3.Thank you for your email..
4. I am writing..
5.The purpose of this email..
Do’s and Don'ts in Email Writing
Do Proof read your message.
Don’t Use Capital letters.
Don’t use slang.

Don’t let you email inbox grow

Do Respond to your emails in time
Don’t Send emotional emails
Don’t Communicate everything in email