Email Writing

Unit II

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Programme Educational
Objectives
Our program will create graduates who:

1. Will be recognized as a creative and an

enterprising team leader.
2. Will be a flexible, adaptable and an
ethical individual.
3. Will have a holistic approach to problem
solving in the dynamic business
environment.

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 Business Communication & Information Systems
Course Outcomes

• CO1-Given the circumstances, student manager will be

able to ascertain the barriers to communication and also
propose measures to overcome these barriers.
• CO2 In a given situation, student manager will be able to
identify essentials parameters of effective communication
and will also be able to justify the same.
• CO3 For given situation student manager should be able
to draft Business letter for an organization.
• CO4 Given the circumstances, student manager will be
able to draft E-mail to concerned authority/person.
• CO5 Given the circumstances, student manager will be
able to gather data and make an informed decision based
on it.
• CO6 Student manager will be able to identify & explain
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modern
Purpose trends
Only in information system.
 E-Mail
Electronic communication
Messages are clear and concise
Typically address one subject only
Stored in writer’s file indefinitely
I. E-mail is easy and immediate
II. Should not replace formal letters
III. You can send a variety of documents
via e-mail

Memos --Video clips

Correspondence –Soundbites , pictures
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 Read the massages below
Hello Sir: I waana go to my house. So, I gonna
bunk classes for next two days. Give me two
days leve, as I have to go out of stetion.
Cheers – Sakshi…..

HI SIR URGENT MATTER:VERY IMPORTANT.

SUFFERING FROM SEVERE STOMACH PAIN. CANNOT
COME TO WRITE THE EXAM. GIVE ME REEXAM.GIVE
ME AN ESSAY QUESTION PAPER AS HEADEACHE IS
ALLOWING ME NOT TO FOCUS ON STUDY.

LOTS OF LUV ARJUN. For Internal Circulation and Academic

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 Writing Email
Email basics
Know your audience
When to use email
Email security and the workplace
Tips for effective emails
Structure of emails
The beginning
The subject line
Language focus
Editing emails
Using tone effectively
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 Writing Email
Clear, concise and polite writing is
important for successful communications in
the workplace. The fundamental writing
tips covered are:

Short and simple sentences

Clear concise language
Avoiding unnecessary repetition
Strong verbs
Using bullet points
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 When to use email
Even though email is quick and easy to use,
sometimes another form of communication might
be more suitable. Think about your message and
the purpose it is meant to achieve. If a phone call
would be better, don't use email. It would be better
to think of an alternative to email when:

Your message is personal or confidential

The news you have to give is bad. It is easy to
sound unconcerned when you deliver unpleasant
news by email
You are worried that your message might not be
clearly understood
You need an immediate response
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Language barriers and time difficulties may also be
factors to consider.

Use the checklist to think about whether it would be

appropriate to use email in the following situations.

Description (Yes /No)

1. You need to confirm travel arrangements for a

work conference to someplace.
2. Your friend's mother has sadly passed away.
3. You need to remind your colleagues of a
forthcoming meeting.
4. You need to inform an employee that their
services are no longer needed
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 Workplace email policy &
security
You are not allowed to send emails that offend another
person. You need to be aware of the legal risks of email.
These are
If you send emails with any unfounded, defamatory,

offensive, racist or obscene remarks, you and your

company can be held liable
If you forward emails with libelous, defamatory,

offensive, racist or obscene remarks, you and your

company can be held liable
If you unlawfully forward confidential information, you

and
For your
Internal company can be held liable
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if you unlawfully forward or copy messages
without permission, you and your company
can be held liable for copyright infringement
if you send an attachment that has a virus,
you and your company can be held liable.

Legal requirements
Do not forge or attempt to forge email messages.
Do not disguise or attempt to hide your identity
when sending email.
Do not send email messages from someone
else's account
Do not copy a message or an attachment
belonging to another person without the
permission of the originator
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 Rules for writing an email
Think before you write. Plan your message.

Use the subject line to capture your reader's

attention.
Keep your message short and clear. Remember

that the screen shows only about half of what you see
on hard copy.
If your message is long, give a summary at the start.

You are accountable for what you write. Always

write your message as if your boss were going to read

it.
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Do not send angry messages. Take a few minutes to cool

down before you start your email.

Don't type your message in capitals. Capitals are

considered to be SHOUTING and are rude.

Respect common grammar & spelling conventions. Don't

type your entire message in lower case, and run a spell /

grammar check over the message.
Send messages only to people who need to read them.

Respect other people's time and don't forward junk email to

them. Use CC: and BCC: sparingly.
Proofread your message before sending it. You should

always reread your message before you send it and correct

any mistakes.
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 Structure of emails- The
beginning
A successful email has a good first
paragraph. Why?
It tells the reader why you have
written the email so they can decide
whether to keep reading.
It is concise and to the point.
It gives the most important
information first.
If it is a long email, it should give an
overview of the entire message, so it
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 Example
Read through the following email and
decide if the beginning is successful.

Check List
Does this tell you why the sender
has written the email so you can
decide whether to keep reading?
Is it concise and to the point?
Does it give the most important
information first
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 Structure of emails- Email
model
As emails are short pieces
of communication, there is
a set structure you should
use.
Email model
Why use this approach?
People are busy and do not
have enough time to read
everything.
The reader will look at the
beginning and decide
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 Steps to writing easy
emails
Use the following model as a way to write
good emails. Imagine you start the email
with 'I am writing to tell you...'.
This will automatically make you write the
most important information next.
Write your email, then go through it and
take out any unnecessary words, including
the beginning, 'I am writing to tell you'.

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Reference
• Raman Meenakshi, Singh Prakash, Business
Communication, Oxford University Press,
2006
• Roy W. Poe, Rosemary T. Fruehling Business
Communication- Fifth edition, paradigm
Publication Inc.
• Williams, Krizan, Logan, Merrier,
Communication In Business; Cengage
learning.

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