E-MAIL WRITING, DO’S Dr.

Anjali Ramnani, Assistant

AND DONT’S Professor, GLS University

E-MAIL WRITING – AN
INTRODUCTION
Why do we need to write e-mails?
The sections of date and from (the sender’s e-mail address) are in-built and get inserted
automatically through the system on its own in the outgoing email.
The line To indicates the receiver’s email address and occupies prominent place in outgoing
mails.
The CC (Courtesy Copy) line is used to specify the e-mail addresses of all the recipients who
will receive the same e-mail apart from the main receiver. This is an optional line.
The BCC (Blind Courtesy Copy) line is used to send an e-mail to many receivers without
showing who the other receivers are. This is an optional line.
The Subject line captures the essence of the message.
 Therefore, the subject line should be short preferably of 6 to 8 words
The space below the subject is known as the body of an e-mail which usually discusses the
subject matter.
This part has the salutation, the first paragraph with a friendly opening, the next paragraph
with a central idea and supporting details, the closing paragraph suggesting the course of
action to be taken followed by the signature (which is usually the sender’s name, the
designation and the name of the organization).
 Again, the content in this part is restricted to one idea and preferably below 200 words to
evoke effective response from the receiver.
 When there is a need to send detailed information, then ideally, such information is typed in
a word document, converted it into PDF form and then sent as an attachment.
It is necessary for the sender to mention in the main body about the document one is sending
by way of attachment
DO’S AND DONT’S OF E-MAIL
WRITING
•pay special attention to spellings. do not leave everything on spell-checker.
•closely examine one’s punctuation, formatting and capitalization.
•avoid the use of the kinds of over-punctuation, excessive type-styling and formatting that are popularly used to
express emotion in e-mail. 
• avoid using jargon, clichés, antiquated phrases, passive and pompous, overblown style.
• avoid lengthy sentences.
• use very simple language.
• break one’s message into short paragraphs making it easier for the receiver to read.
•be correct, specific and accurate about facts, figures, conclusions and recommendations.
•avoid concluding many sentences with exclamation points and/or question marks in a row as they impart a
sense of desperation, instability or bossiness.
•avoid typing words and phrases in all capital letters as they are perceived as YELLING.
•avoid sending jokes or using humor. 
•avoid sending personal e-mail using one’s professional account. 
•get into the habit of completing the ‘To’ and ‘CC’ fields of e-mail messages as the last step before sending a
message.