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EFFECTIVE EMAIL WRITING

Tags:
Email Etiquette, Communication Skills
OBJECTIVE
To communicate effectively by email, taking into account
the purpose and audience.
WHY GOOD EMAIL WRITING IS IMPORTANT
Sample Email

To: johndoe@somecompany.cm
CC: ajayr@somecompany.cm; neeraj@somecompany.com; abhyt@somecompany.com
ritu@mycompany.com; heenag@mycompany.com; ceo@mycompany.com;
Subject: order number CS4789

Dear all,
I am writing regarding to order number CS4789 It seems that the amount due is unusual high.
see the attached copy of the invoice. could you review it and ensure the invoice is correct?
Plz revert back as soon as you have review.

regards
Ashish
Take Away

 An email is the first impression the receiver gains of the sender.

 It represents your professionalism and competencies.

 A good and clear email helps generate a quick response.

 It helps build interpersonal relations at work place.

 Gives confidence to your customer that you can be taken seriously.

Remember - first impressions last - even email ones.


CONSTITUENTS OF A GOOD EMAIL
Sample 1

To: johndoe@somecompany.cm
CC: ajayr@somecompany.cm; neeraj@somecompany.com; abhyt@somecompany.com
ritu@mycompany.com; heenag@mycompany.com; ceo@mycompany.com;
Subject: order number CS4789

Dear all,
I am writing regarding to order number CS4789. It seems that the amount due is unusual high.
Please see the attached copy of the invoice. could you review it and ensure the invoice is correct?
Plz revert back as soon as you have review.

regards
Ashish
Sample 1: Errors Highlighted

To: johndoe@somecompany.cm (Spelling of id)


CC: ajayr@somecompany.com; neeraj@somecompany.com; abhayt@somecompany.com
ritu@mycompany.com; heenag@mycompany.com; ceo@mycompany.com;
Subject: order number CS4789 (Capitalization and subject not clear)

Dear all, (Capitalization, Name of recipient)


I am writing regarding to order (Grammar) number CS4789. It seems that the amount due is
unusual (Spelling) high. See the attached copy of the invoice (Tone of the sentence). could
(Capitalization) you review it and ensure the invoice is correct?
Plz (No short forms) revert back as soon as you have review. (Grammar)

regards (Capitalization)
Ashish
Sample 1: Proposed Draft

To: johndoe@somecompnay.com
CC: ritu@mycompnay.com
Subject: Invoice Error of Order Number CS4789

Hi John,
This is with reference to order number CS4789.
It seems that the amount due is unusually high. Have attached a copy of the invoice.
Could you please review it and confirm that the invoice is correct?

Thanks and regards


Ashish
DEBRIEFING
Constituents of a Good Email

To, Cc, Bcc


 To: The person who is to act on the email
 Cc: To the people whom you wish to keep in the loop
 Bcc: Absolutely unprofessional

Subject
 Subject: [ topic ] + [ purpose ]
[Example] Social media plan - Review draft by 6/4

Greetings
 Opening salutation should include Dear, as it’s professional.
 Hi + first name is casual, to be used after you have built a rapport.
 Good Morning, depending on their time zone
Constituents of a Good Email

Body: Be brief, to-the-point and contextual.


 An opening that reveals main idea
 A body that explains the main idea
 A closing that presents action information, summarizes the message, or offers a closing thought.
 Review the email for spelling, grammar, and punctuation mistakes.
 Your email should be visually "scannable".

Closing: Close on a positive note with a cheerful salutation staying consistent with the tone and
objective of your message.
Example: Thanks and regards, Best wishes, Best regards, and Thank you if the receiver has done
you a favor.
Constituents of a Good Email

 Tone: Be careful with the tone to make sure your words are taken in the right context. In
absence of visual and auditory cues, your choice of words, sentence length, punctuation, and
capitalization may be misinterpreted.

 Intent: The purpose of the email should be clear to the recipient. Include a call-to-action, what
you would like the recipient to do next. Example: If you want an opinion, information or
permission, ask for it. If you need it by Tuesday, say so.

 Text Lingo: Use of abbreviations, short forms or slangs in any form of business communication
be it email, chat, skype etc. is an absolute ‘NO’.
THANK YOU