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Email Writing Skills

The document provides tips for effective email writing skills. It discusses how email has become a dominant form of communication due to factors like time, convenience and cost. It emphasizes keeping emails clear, brief and focused, with an ideal length of 1-2 screens. Proper use of the subject line is crucial to grab attention and summarize the message. Choosing words carefully and maintaining a logical structure are also important aspects of writing effective emails.

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hussnain zaffar
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148 views14 pages

Email Writing Skills

The document provides tips for effective email writing skills. It discusses how email has become a dominant form of communication due to factors like time, convenience and cost. It emphasizes keeping emails clear, brief and focused, with an ideal length of 1-2 screens. Proper use of the subject line is crucial to grab attention and summarize the message. Choosing words carefully and maintaining a logical structure are also important aspects of writing effective emails.

Uploaded by

hussnain zaffar
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Email Writing Skills

Emails:
 Common Communication channel.
 One of the advantages of email-quick and

direct
 We send an email for a particular purpose and

we expect an immediate action.


 Emails-formal and informal
 Logical structure
Email:
 E-Mail has become dominant means of
routine correspondence
Why?
 Time
 Convenience
 Cost
 Documentation
Emails can easily get overlooked. Follow these
simple rules to get your emails noticed and
acted upon.
Don't overcommunicate by email
 Avoid unnecessary details
 Different from text messages
 Keep Messages Clear and Brief
 An effective email message usually is limited

to one viewable screen or 2 screens.


 Not for long correspondence.
 Start on a Personal Note (Not mandatory)
It’s good to get to the point, but including a
personal note or two can warm up the whole
exchange
 Keep it Short
 Read it Twice
Master the Subject Line
 A newspaper headline has two functions: it
grabs your attention, and it summarizes the
message, so that you can decide whether to
read it or not. The subject line of email
message should do the same thing.
 Consider giving attention to email subjects
 A blank subject line is more likely to be
overlooked or rejected as "spam," so always
use a few well-chosen words to tell the
recipient what the email is about.
 For example, in an email to a client or a team

leader, something like “Need Your Action


Please” would get the task done much faster
rather than subject line “The Meeting Notes”.
 You may want to include the date in the subject
line if the message is one of a regular series of
emails, such as a weekly project report. For a
message that needs a response, you might also
want to include a call to action, such as "Please
reply by November 7.“
 A well-written subject line delivers the most
important information, without the recipient
even having to open the email. This serves as a
prompt that reminds recipients about your
meeting every time they glance at their inbox.
Subject Line:
 Subject line should give specific information
about the contents of your message.
Choice of words:
 Your choice of words, sentence length,
punctuation, and capitalization can easily be
misinterpreted without visual and auditory
cues.
 Find a less ambiguous way to phrase your

words.
 Subject line: short
 Salutation: Formal & Informal- depending

upon how well you know the person you are


writing to.
 Opening sentence: Why you are writing
 Body
 Conclusion: What kind of response, if any,

you expect
 Close: Formal & Informal

Regards/Best wishes

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