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Writing and Sending an Email

The document outlines the importance of email as a primary communication tool in business, detailing various types of emails: formal, semi-formal, and informal. It emphasizes email etiquette, including timely responses, organized filing, and maintaining professionalism while communicating. Additionally, it provides examples of each email type and tips for effective email writing.

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WeirdMonkey 25
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Download as PPTX, PDF, TXT or read online on Scribd
4 views

Writing and Sending an Email

The document outlines the importance of email as a primary communication tool in business, detailing various types of emails: formal, semi-formal, and informal. It emphasizes email etiquette, including timely responses, organized filing, and maintaining professionalism while communicating. Additionally, it provides examples of each email type and tips for effective email writing.

Uploaded by

WeirdMonkey 25
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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EMAIL

WRITING
WHAT IS AN EMAIL

• Email is currently the most


used communication channel
in the business environment ,
as business rely on it heavily
for sending messages across
long distances in a short time .

• Business email etiquette


encompasses a set of rules
indicating effective , proper
and polite ways to behave
when sending and receiving
emails . The rules of etiquette
are focused on how messages
TYPES OF EMAILS


Formal Email
 Semi - Formal Email
Informal Email
DEFINITIONS
MAL EMAIL :
n email written for business communication or professional u
es under this category. The email written for any governmen
artment, school authority, company or any officers are the fo
ils. Use of polite and formal words, the reason for writing ma
ty, proper greeting and closing are some of the rules of the f
il.

I – FORMAL EMAIL :
An email written for any teammates or colleague is the
i-formal email. One can use friendly language but have to
ntain the limit and the decency. The length, proper greetings
closing and clarity are some of the rules of the semi-formal
ils.
INFORMAL EMAIL :
An email written for any friends, fam
members or relatives comes under this
category. Use of polite, friendly and casual
words along with proper greetings and
closings are some of the rules of the inform
emails.
FORMAL EMAIL SAMPLE
A MAIL FOR RESIGNATION

To : [email protected]
CC / BCC : ( optional)
Subject : Resignation letter

Dear Sir ,

Please accept this mail as a notice that I am leaving my position with its organization . As
per norm of the company I’ve to give a month notice before resigning . I hope you will get
a good replacement for me within this time period . I really appreciate the opportunities
that I have been given to me to help me grow . Wish you and the company the best in the
future . Please let me know what to expect as far as my final work schedule and the
employee benefits . Please let me know in case of any assistance for the
Above .

Kindly look into the matter .

Thanks and Regards


LMN
SEMI FORMAL EMAIL SAMPLE
WRITING A EMAIL TO INFORM YOUR CLASSMATES REGARDING
INTRA – COLLEGE QUIZ COMPETITION .

To: [email protected]
CC/BCC: ( optional)
Subject: Intra-college Quiz Competition.
Hello Everyone!
This is to inform you guys that an intra-college quiz competition is going to be held
in our college on Nov 25 from 11:30 am in Hall – 01.Everyone is therefore asked to
take part in the competition so that our department can win.For further queries,
feel free to contact me.
Thanks
LMN
(Class Representative)
INFORMAL EMAIL SAMPLE

SUPPOSE YOU HAVE TO WRITE AN EMAIL TO YOUR


FRIEND INVITING HIM OR HER TO YOUR BIRTHDAY
PARTY .
To: [email protected]
CC/BCC:
Subject: Invitation to a birthday party
Hi XYZ!
Hope this mail finds you in the best of your time. I am very
happy to invite you to my birthday party on Nov 03 at ABC Hotel
from 7:00 pm to 10:00 pm. The theme of the birthday party is
‘Pirate of the Caribbean”. It would be great if you come and join
us at the party. We will have a great time and fun together.
See You Soon
LMN
Netiquette
Netiquette = Network
etiquette the proper way we
communicate and interact with each
other using email over the Internet
Email Etiquette Unspoken
Expectations…
 Try to reply to an email within 24 hours

 Establish an organized filing systems

 Keep copies of important emails for reference

 Use separate accounts for personal and business


emails
Email Etiquette
Unspoken
Expectations…
 Don’t forget to say PLEASE and THANK YOU
 Your email should not be longer than 1 screen (if
you need to scroll down..it is way too long
 Don’t broadcast email messages unnecessarily
 Your SENT email cannot be UNSENT
 DO NOT ASSUME PRIVACY.

(Click on Graphic )
Well...what can we do
to improve
communication?
Be specific
about WHAT you
want & HOW you
Spell & Grammar Address to want to attain in
Check specific person through your
writing
Distinguish Avoid
between formal Attachments &
Be concise with keep email
and informal your subject lines
styles when concise and
writing within 1 screen
shot
Use a Signature Be kind &
Avoid slang &
including Respond
text writing
contact info. Promptly
Tips to remember in writing
emails

 Always RE-READ before hitting send


 Be aware of who is in the “TO” FIELD
 Cc /Bcc & Reply/Reply All – CAREFUL!!!!!!
 Do not use email to discuss confidential
information & situations
 Do not divulge your user name or password to
others
Tips to remember in writing
emails

(Click on Graphic )

 Avoid Abbreviations & Emoticons


 Know your audience (language and style of writing
depends on this)
 Spelling/Grammar/Punctuation gives a bad impression
 Separate FACTS from OPINIONS (focus only on facts)
 Your most important statements should appear in the
first paragraph
 Don’t forget the GREETING and CLOSING
Email Communication
is Super Important !

Professionalism

Efficiency

Protection from
Liability

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