Email Writing 

 
Introduction

A quick guide to email writing 

 Objectives
At the end of this training, you will be able to:
• Understand the concept of email etiquette.
• Identify the parts of an email.
• Describe the Inverted Pyramid Structure.
• Identify your target audience.
• Follow the steps for writing effective emails
and its checklist.
Email Etiquette

Email etiquette refers to the rules that

one should follow when writing or
answering email messages.
The etiquette to email writing depends
on whom we are writing to -
Customers, Superior or Subordinates.
Parts of an email

Recipients

Subject line

Attachments

Greeting

Signature
The Inverted Pyramid Structure
The following inverted pyramid structure will help you prioritize your information in the email.

The most important information in the email

Most Information answer the following questions - who, what, when,
why, and where

Supporting details Next are the supporting details that the reader
needs to understand the context. Do not
overwhelm the reader with too much context.
Backg
roun
d
detail Finally, you can add some background details. The
s background details have to be minimal. If there is
a lot of background details to be conveyed,
schedule a meeting with the reader(s).
 Steps for writing effective emails 

Identify
the action
Determine Analyse Convey
your Sketch the Write the Proofread
the the the key @ send
reader outline first draft the draft
purpose purpose points
should
take
Tips to Write
Effective
Emails
Use appropriate grammar and simple formats

Here are a few things to keep in mind:

• Use simple font style & average font size in your emails.
• Ensure that you use indirect speech in your emails.
• Use active voice and check your email for tenses and
articles.
• Ensure that there are no subject-verb agreement errors.
(Please reach out to your trainers if you are unsure of this)
• Check your email for punctuation and prepositions.
 Set the right tone to avoid being
misunderstood

Check the context

& audience to Stay Positive
decide whether
your email should
be formal or Keep it professional

informal
Avoid Conflict
Email writing Checklist 
Use the following checklist when you write emails:
• The To, Cc, Bcc, and Subject line fields have been populated correctly
• The appropriate ways of greeting and salutation in business emails have been followed.
• The inverted pyramid structure has been followed.
• Appropriate articles, prepositions and punctuations, direct or indirect speech, voices and tenses have
been used in all sentences.
• Subject verb agreement has been endured in all sentences.
• The root cause for the recipient’s concern has been identified.
• The tone for the email is courteous.
• The required information has been provided without redundant details.
• Positive or neutral words have been used throughout the email.
• All action items have been addressed in the emails
 DRAFT
• Who do you need to write to?
• What do you need to cover in this email?
• What information do you need to share?
• Are there any questions you need to ask the recipient?
Stages of WRITE

Email • Using the notes you made in the ‘draft’ stage, write your email.
• Don’t worry about making mistakes, write without going back
Writing and re-reading what you wrote.
REVISE
• Now read through the email carefully.
• Make sure there are no mistakes. Revise or edit where
needed.
• Check for overall structure and tone.
Thank you! Go back to Learn.e resource to take a quick quiz!