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E - mail

The document provides guidelines for writing professional emails, including the use of To, CC, and BCC fields, as well as the importance of a clear subject line. It emphasizes the need for formal language, proper structure, and courteous closing remarks. Additionally, it includes sample exercises for practice in composing emails for various scenarios.

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Devabn Nirmal
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28 views2 pages

E - mail

The document provides guidelines for writing professional emails, including the use of To, CC, and BCC fields, as well as the importance of a clear subject line. It emphasizes the need for formal language, proper structure, and courteous closing remarks. Additionally, it includes sample exercises for practice in composing emails for various scenarios.

Uploaded by

Devabn Nirmal
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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E-mail

To:

Cc:

BCC:

Subject:

------------------------------------------------------

 To: Main recipients

 CC: Carbon copy (copied to one or more recipients)


CC: the Cc'd recipients can see all the addresses the message was sent to.

 BCC: Blind Carbon Copy. When a message is blind carbon copied, neither the main
recipient nor the Bcc'd recipients can see the addresses in the "Bcc:" field.

 Subject: brief – give a clue to the purpose – need not be a complete sentence – but should
give a clear understanding

If there is no subject, your mail will be ignored

Example: Congratulations (if you are congratulating on somebody’s success)

Enquiring about details of so and so product

Complaint about so and so problem/ issue…

Seeking permission to attend for so and so internship…

 Salutation: Dear Sir / Dear Madam / Dear (name of the person if familiar)
Dear hiring manager/ Dear professor
Dear sir/ madam

 Body of the mail - Professional language, formal language, Keep it short and impressive,
Make relevance, don’t use slang, and don’t use emoji’s.

 Opening statements: Start with a greeting/ pleasant statement


I hope you are well….
On replying – Thank you/ I received your message/ Mail..
 Clarity & tone: when reply is expected – please let me know, Looking forward to hear
from you soon. (general, instead make it specific)

 When you want some help – please/ kindly/ would/ could...


 Paragraphs: Main ideas – secondary ideas – in paragraphs – each idea in a different
paragraph

Use complete sentences – don’t use SMS language

Please find the document attached. (Resume/ cv)

 Closing: Regards/ warm regards/ with warm regards/ thanks & regards

Email signature: Name, Designation, organization, Mobile number

Sample exercises:

1. Write an email to the ‘Computer World’ (magazine) requesting ‘life membership’


and the subscription details.
2. Write to the person you are going to meet. What do you need to tell them? Perhaps you
need to let them know what you want to discuss. Do you want them to arrange
anything for you?
3. Write an e-mail to all your colleagues. Tell them about your plans and ask them if they
want you to take/ do/ find out/ bring back anything.

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