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Sec - Email Writing

A formal email is typically sent to someone you don't know well or who is in a position of authority. Some key elements of a formal email include: [1] Using a detailed, informative subject line. [2] Addressing the recipient by name in the greeting or salutation. [3] Introducing yourself in the opening if needed. [4] Writing the body clearly and concisely to avoid misunderstandings. [5] Closing with your full name, contact information, and title if appropriate. Some basic email etiquette rules include: [1] including a subject and recipient's name, [2] avoiding all capital letters, [3] not discussing confidential information,

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112 views24 pages

Sec - Email Writing

A formal email is typically sent to someone you don't know well or who is in a position of authority. Some key elements of a formal email include: [1] Using a detailed, informative subject line. [2] Addressing the recipient by name in the greeting or salutation. [3] Introducing yourself in the opening if needed. [4] Writing the body clearly and concisely to avoid misunderstandings. [5] Closing with your full name, contact information, and title if appropriate. Some basic email etiquette rules include: [1] including a subject and recipient's name, [2] avoiding all capital letters, [3] not discussing confidential information,

Uploaded by

prafull porwal
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Email Writing

PRESENTED BY : PORWAL ESHA PRAFULL


ROLL. NO 457
UNDER THE GUIDANCE OF PROF. VAISHALI AGARWAL
1. What Is a Formal Email?

A formal email is typically sent to someone you don't know


well or to someone who's in authority. Examples of someone
who you might send a formal email to include your
professor, a public official, or even a company you're doing
business with.
Writing a Formal Email

1. Subject Line
The subject line is what the reader
sees in their inbox. If the subject line
is misleading or missing information,
your email may not get read. The
message may even be sent to spam.
The more formal your email is, the
more detailed your subject line
should be. But beware of making
your subject line too long.
2.Salutation

The salutation directly addresses the person you're sending


the email to. It's always used in formal email messages, but
sometimes skipped in informal messages.
3. Introduction
The opening of a formal email often requires the sender to introduce
themselves. In contrast, informal emails are sent to someone you know
and the introduction isn't needed.

Here's an example of an opening in a formal email:

My name is Jordan Smith. I am the professor of Statistics


for XYZ University. This message is for all current students.
4. Body

The body of a formal email typically elaborates on the purpose of the email.

Elaboration may not be needed in an informal email.

Although the body contains detailed information, it's important to write clearly and
concisely in a formal email.

Remember your reader isn't familiar with you and may not be familiar with your
topic.

You don't want your email recipient to misunderstand an important point.


Closing
How you end a formal email is equally
important. Since the email closing is the
last thing your recipient looks at, your
email closing can leave a lasting
impression.

A good formal email closing also reminds


the reader who you are since it should
include your full name, contact
information, and title (if appropriate). If
you can, use a professional signature
template for added impact.
5 Basic Email
Etiquette Rules
Rule 1: Always include a subject and
use the recipient’s name in the
greeting

Why is a subject important ?


It informs recipient what the email is about.
Rule 2: Do not write in ALL
CAPITALS
1. Writing in all capitals can convey that you are shouting in your message,
and nobody likes to be yelled at.
2. Consider other ways to get your message across while conveying its
importance.
3. Using all capitals can be annoying and trigger an unintended response.
Rule #3: Do not use email to
discuss confidential information
Rule 4: Take care with
abbreviations and emoticons 

1. Save abbreviations like LOL (laugh out


loud) or IDK (I don’t know) for text
messages among friends.
2. Some may not understand your
abbreviations
3. Not professional
Rule #5: THINK before you
send

If you answer yes to all of these questions:

1. Is this relevant to the work my organization is doing?


2. Will the office benefit professionally from this information?

Okay to send!
But if you answer NO to any
of these…

I. Could this information hurt/embarrass/offend someone?


I. Email should not be used for
confrontation/yelling/reprimanding

II. Could this email be misinterpreted in a bad way?

III. Is this information important to share in the workplace?

IV. Could this email get me into trouble?


What is the purpose of email in the
workplace?
1. Quick communication
2. Share PROFESSIONAL information
3. Keep records of communication

It is NOT for:
• sharing funny email forwards that your friends send you
• sharing political or religious views
• harassing coworkers
• inappropriate conversations
Rule #6: Do not Forward
unnecessary/unrelated Emails
Rules for Forwarding
1. If you cannot take the time to write a personal comment at the top of
your forwarded email to the person you are sending to – then you
shouldn’t forward it at all.

2. Think carefully about if what you are forwarding will be of value,


appreciated or humorous to the person on the other side.

3. If an email tells you to “Forward to everyone you know/love/all of


your family” do NOT forward
Forwarding
1. Is it a good idea to forward emails that promise money or
goods?

2. Should you forward emails to as many contacts as


possible?
EXAMPLES
OF CORRECT AND
INCORRRECT EMAILS :
Example 1: would this be relevant to
someone ? (Correct)
Example 2: Would this email be
relevant to someone?(INCORRECT)
Example 3: Would this email be relevant
to someone?
(INCORRECT )
I hope you keep all the guidelines in
your mind and never make such
mistakes while sending an email in
your workplace .

THANK YOU!

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