WRITING E-

MAIL
INTRODUCTION

In today's world, mastering the skill of writing an email goes a long way.
Email writing allows us to communicate all our concerns and questions to
the appropriate person and receive a prompt response. We're going to
learn how to send a successful email today.
EMAIL WRITING

Email writing involves composing, sending, storing and receiving

messages over an electronic communication system. An email stands for
an electronic mail. Email writing is preferred over other forms of
communication as it is cheaper and faster.
THE IMPORTANCE OF EMAIL COMMUNICATION

Email correspondence is a vital form of written communication. Today,

communications are exchanged among commercial businesses,
organizations and companies largely via emails. This is not only the most
cost-effective, but also the most dependable mode of communication.
Email is used by corporations and organizations to communicate with
other firms and organizations for business objectives. Orders are placed
via email; inquiries are made via email; and image samples of being
imported/exported items are given as attachments via email.
Furthermore, email is the most reliable and secure method of
communication. The records of past email can be simply accessed in a
matter of seconds.
CATEGORIES OF EMAILS

• Semi-Formal Email
An email written for a colleague or a team-mate within a project comes under this category.
The language used is simple, friendly, and casual. Modesty and dignity must be maintained.
• Formal Email
Suppose we are writing or composing an email for any type of business communication. It will
come under the category of formal email. Formal email writing will be an email written to
companies, government departments, school authorities or any other officers.
• Informal Email
An informal email is written to any relatives, family or friends. There are no particular rules
for informal email writing. A person can use any language of his or her choice.
PARTS OF AN EMAIL

To field:
 Write here the direct receipts who are must act on your message or respond directly.
 Avoid having too many receipts in this field cause the receipts might not take
responsibility for replying or each one might wait to see how someone else responses
before replying.
CC field:
 When you CC people on an email, the CC list is visible to all other recipients. For
example, if you CC [email protected] and [email protected] on an email, Ravi and
Dhruva will both know that the other received the email, as well.
BCC filed:
• BCC stands for “blind carbon copy.” Unlike with CC, no one but the sender can see the list of
BCC recipients. For example, if you have [email protected] and [email protected] in the BCC
list, neither Ravi nor Dhruva will know that the other received the email.

• Someone on the BCC list can see everything else, including the CC list and the contents of the
email. However, the BCC list is secret no one can see this list except the sender. If a person is
on the BCC list, they’ll see only their own email on the BCC list.

Subject field:
• The subject line is the first thing the target receivers see when sorting through their inboxes.
• Always write a subject line that is informative, direct, and states the main issue in the email.
• Keep it short; long subjects lines don’t show well in the browser windows or are ignored.
• Use sentence case, not all caps.
• When replying, change the subject line when the topic changes.
Body of the Email:
• Convey a single point in one email [ if you have many points, send each point in
separate emails ]
• Be brief, get to the point and avoid irrelevant information
• Avoid long sentences [ maximum 15:20 words per sentence]
• Use bullets points [ to be concise and easy to read]
• Limit "thank you" in your emails
• Fit the message in the preview pane
• Don't attach unnecessary files
❖ Write the addresses after your reviewing the message and in case you reply, delete
or cut the to field before reply
❖ Use priority flags: high priority flag for emails need immediately action, low priority
for emails not urgent to response, and normal priority flag is not urgent to reply now
but reply later
Signature Field:
 A professional signature makes it easy to How to create a signature
 Click the gear icon in the upper right,
contact you.
 Your email account can automatically add then select Settings.
these data to the bottom of the email: Enter your new signature text in the box at the
• full professional name bottom of the page next to the Signature
• job title option.
• business phone/fax numbers  Click Save Changes.
• business street address  Signatures are separated from the rest of
• business website, if any your message by two dashes.
• a legal disclaimer if required by your  To see a signature in Gmail, click the Show
company. trimmed content button at the bottom of the
 Depending on policy, you may also want to message.
include a link to the company's website or
social media pages.
Vocabulary List
Email Opening Sentences Friendly Closing Sentences
 I am writing to request for some information.  Thank you in advance.
(More formal)  Thank you for your help.
 I wanted to ask about the meeting. (More  Thank you for your consideration.
neutral)  Please let me know if you have any questions.
 I am writing regarding my order. (More formal) 
Please let me know if there’s anything else I can
 I wanted to ask about the package you sent me.
do.
(More neutral)  Please feel free to contact me if you need any
 I am writing in reference to your advertisement.
more help.
(More formal)  I look forward to working with you.
 I am writing in response to your email  I look forward to meeting you.
requesting information. (More neutral)  I look forward to hearing from you soon.
 Thank you for your email asking about our new 
Again, thank you for all your help
software. (More neutral)
The Closing Remarks
Courtesy is always important, no matter how short the email is. Before you end
your email:
 Thank you for your patience and cooperation.
 Thank you for your consideration. The Closing
Include an accurate follow-up statement: Use a professional closing:
 I will send you additional information.  Best regards,
 I look forward to receiving your input.  Sincerely,
 Thank you,
 If you have questions or concerns, do let me know.
 I look forward to hearing from you. For more casual emails:
 If a response is required, specify what, when.  Best wishes,
 Cheers,
For more formal emails:
 Yours sincerely,
 Yours faithfully,
Advantages of Email Writing
 It is a cheaper form of communication.
 Email helps to contact or send information to a large group of people.
 It provides a written record of the communication.
 Email writing is an instantaneous form of communication.
 It can be used anytime and anywhere.

Disadvantages of Email Writing

 We need to have the internet to receive or send emails
 Viruses are easily spread via email attachments
 One can get many junk emails
 There is no guarantee if the reader reads the email or not
 The details can be used for identity theft
 FEATURES OF EMAIL

There are many features of email. Some of them are as follows:

Automatic reply to messages
Signatures can be attached
The address can be stored in an address book
Automatic using the date and time
The address can be used quickly
Attachments in the form of files,
Automatic filing and retrieval of messages graphics or sound can be sent
Notification of delivering or not of a message Mobile friendly email facility
Facility to send copies of a message to many people
Auto forward of messages
 HANDLING EMAILS

• Delete unnecessary emails immediately

• Move remaining emails into folders

• Keep your inbox as empty as possible

• Handle email as soon as you receive it

• Regularly deleting junk emails

• Eliminate the source of all unnecessary emails like email lists, newsgroups, product alerts and
newsletters subscriptions
• Keeping business and personal email separate

• Work hours aren't for personal communication

• Don't use your business email for personal communication

• Automatic archive after certain period

 S A M P L E L E G A L E M A I L T O C L I E N T R E Q U E S T I N G I N F O R M AT I O N

To

Cc

Bcc

Subject
Information Request Letter Pursuant to Case 056/23/04/2022

Dear Mr. Abhram,

I am writing this letter to request your response to the encased information request.
You recently retained our services for Case 056/23/04/2022: Satyam Roy Vs. Genco
Limited. While the investigation on your workplace injury claim is progressing well,
we need further information.

In the enclosed request, you will find an inquiry on your current health state. Kindly
have it filled by your doctor and send us the original copy. We will also appreciate a
written and signed account of your accident and the photographs you took as
evidence.

We have also provided a checklist so you can confirm you have everything before
sending in your response.

Your cooperation is of the utmost importance to your case. Please provide us with
this information in 10 days from when you receive the mail.

Thank you for your cooperation in this matter.

Sincerely,