how to write email

7/27/2019 How to Write Email

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How to write Email



1-What makes email different?

In a letter, it is important to make everything

completely clear because the receiver may

not have a chance to ask for clarification.

With email documents, your recipient can

ask questions immediately.



2-Poor spelling and grammar

Poor spelling and grammar show a lack of

attention to detail and sends the wrong

message about yourself and how you do

business.

Most email programs today have built-in

spell checkers so there is no excuse!



3-You should know

• What is the purpose of this email,

• what do I want the reader to accomplish?

• What exactly do I want the reader to do?

• Check Points before Writing

1. to Whom

2. for What

3. by When

4. Official or Private



4-Adress• The To: line is where you write the email

address of the main person you are writing to.

• The Cc: line. „Cc‟ stands for “carbon copy”. In theCc: line you type the email address of someoneyou want to receive a copy of the email you sentto in the „To: line‟. When you use the Cc: lineeveryone whose email address is in the „To: line‟and „Cc: line‟ can see the other email addressesthat got the same email.

• The Bcc: line: ‘Bcc‟ means „blind carbon copy‟.When you type a person‟s email address herethis person can see all the other email addressesto which you have sent the same email butnobody can see the Bcc email address.



5-Email Subjects

• Simple & Clear

• Easy to Understand

• Appropriate Length• Effective Usage of „RE:‟



6-Informal mail

• Emails can be written informally, but

ONLY when you know the person

receiving the email



7-Email start

• Always start your email “Dear ...” NEVER

with “Hi” or “Hello”



8-Opening Salutation

• Dear Mr. (Ms.),

• Sir,

• Madam,• Dear Sir or Madam,

• Dear Sales Department,

• To whom it may concern,



9-Email Introduction• Thank you for ---

• I was pleased to hear ----

• I appreciate ---

• Please accept my thanks for ---• This is to acknowledge ---

• -----------------------------

• I hope this note finds you well.

• I hope everything with you is fine.

• -------------------------

• In reply to ---, ---

• In response to ---, ---• Further to ---, ---

• With regard to ---, ---

• Referring to ---, ---

• As requested in ---, -----

• Answering to ---, ----

• --------------------------------------------

• concerning <something>,

• regarding <something>,• with respect to <something>,

• in respect to <something>,

• in relation to <something>,

• on the subject of <something>,

• ------------------------------------------------

• I



10-Email Introduction• I am pleased to <do something>.

• I have pleasure in <doing something>.

• I would like to <do something>.• I would/should be pleased if <you would/could do

• something>.

• I am sorry <for something>.

• Please excuse me <for doing something>.

• -------------------------------------------------------------------

• requesting (me to do) <something>,• asking (or inquiring) (us) about <something>,

• asking (or inquiring) for <something>,

• asking (or inquiring) if <S+V+O>,

• suggesting that <S+V+O>,

• proposing that <S+V+O>,

• ----------------------------------------------------------------------------------

• explaining <something>,• confirming <something>,

• indicating <something>,

• sending me <something>,

• enclosing <something>,

• reminding me about <appointment or something>,



11-Email body

• Keep you sentences short and simple because this makes your email easier to understand.

• Write your email in the same style you received your email.

• Keep paragraphs short and always leave a line space betweenparagraphs.

• Never start your email “I am ....... from BCM” Your email addressand signature tells the reader who you are and where you are from.

• If you start your email with “Thank you for your email” you do notneed to end your email with “thank you”

• Keep your email short if you want it read. Long emails are alwaysthe last emails to be read.

• Only use abbreviations if you are quite sure that your reader understands them.

• Do not use underlining in an email. Underlining looks like a hyperlinkto a website.



12-Closing (asking for reply/action)

Expressions to Avoid:

• As soon as possible ASAP

• immediately

• Promptly



13-Closing Email• If you have any question, please do not hesitate to contact me.

• I look forward to your continued cooperation.• If there is anything I can assist you with, please let me know.

• If I may be of help to you in some other way, please feel free to callme at any time.

• ----------------------------------------------------

• I hope that this information is helpful to you.

• I hope that the above will acceptable to you.

• I trust that the above will meet with your approval.

• It has been a pleasure working with you on this matter.

• --------------------------------------------------------------

• Sincerely, Sincerely yours (personal)

• Regards, Best regards, Yours (very personal)• Very truly yours, Truly yours (formal)

• Respectfully, Respectfully yours (very formal)



14-Closing Email• I would like to thank you again for ---.

• I thank you very much for your attention to this matter.• I thank you in advance for your cooperation in this matter.

• ----------------------------------------------------

• I look forward to hearing from you.

• I am looking forward to hearing from you.

• I would be (or am) waiting for your prompt reply.

• I would appreciate your early reply.

• I would appreciate it if you would (or could) respond to me.

• ------------------------------------------------------

• I am sorry for the delay in sending my reply.• I am very sorry for the trouble I have given you.

• I regret having caused you inconvenience.

• Once again, please accept our sincere apologies



15-Sender‟s Information

• Name in full

• Job Title

• Affiliation - Name of a Company, Institute,• Agency

• Email Address

• Phone & Fax Numbers• Website URL



16-Don‟t reply to all.

People that reply to all irritate others withoutknowing it.

If you are the boss that does this to broadcast over

email, it is perceived as arrogant.It is the equivalent to using the overhead phonesystem to announce your response to a voicemail.

If you need to reply to more than one person, takethe time to just copy the names of the peoplethat actually need to be copied.



17-Don‟t address your emails until

after you‟ve reviewed them.

Have you ever noticed that you get sometimeswhen you are writing an email to someone andbefore you know it, you‟ve hit the send button?You wish you could take it back, but it is too late.

The best way to protect yourself from this habit isto stop putting a person‟s email address in theTO line as your first action in email writing.

Leave it blank. Fill out the subject and the body.

Read it a second time.

Only after you are comfortable with it, then you putin the email address.



18-Look for a solution that will

solve a problem

• Look for a solution that will solve a

problem and use pain and pleasure hot

buttons to create desire



19-Not use “well noted”

• Do not use “well noted” it has no meaning

in English. Instead use “I note what you

say regarding ...”



20-Replying to an email

• If you are replying to an email, ALWAYS

start using “Thank you for your email”



21-Don‟t copy over someone‟s head.

If you are trying to get your way with coworker,

you might be tempted to copy the boss to

“turn up the heat”.

You might think that you are being strategic bydoing so. Wrong!

The boss usually deletes the email without

reading it.

Your coworker will resent it almost every time.



22-Write email as look in the face

• Unfortunately, many other people have found

that email can be a kind of shield. Since they

don‟t actually have to look you in the face.

• verbally this person might actually say nothing.• they might actually say, “I don‟t think I like your

attitude,” and actually mean it.

• Worse, they might say, “It‟s not my fault that youdon‟t know what you‟re doing,” and it would be

hard to say that



23-putting yourself in a less

authoritative position• This is another great method of putting yourself

in a less authoritative position and ensuring thereader is not in a defensive one.

• The simple method of asking for help:

I need you and I acknowledge that you may havean understanding, information, or resourcewhich I do not.”

• Some examples of asking for help:

“I was wondering if you could help . . .” “I was wondering if you knew . . .”

“Thanks! I really appreciate your help!”



24-Don‟t send email you aren‟t sure

form it.• If and when you write something that you are not

entirely sure is going to come across the rightway, it‟s often a good idea to put the email asidefor now and come back to review it later.

• It‟s often best to wait a full 24 hours. • If, when you return, you read the mail and still

feel that it is okay to send, then go ahead.

• Usually, people find that a day later they are not

nearly as angry as they were when they firstbegan writing the email, and are less inclined tosend it the way they wrote it, or even send it atall.



25-Don‟t write email when you are

angry

• If you‟re angry when you are writing an email, it

will almost invariably show up in the way your

mail reads to the recipient. You could even be

angry about something completely unrelated tothe addressee, and it will still seem to the person

reading it that you are angry at them.

• For some people, this can be true even if you

are mildly irritated. Basically, if you are in a badmood, overly tired or angry it‟s best to avoid

sending people email if you can.



26-Brevity in an email can be very

dangerous.• just commanding someone to “Put those papers away.” • Telling someone to put those papers away is clearly to

the point, but it comes across as a very rude and abruptcommand.

• The longer, “I was wondering if you could help me out byputting those papers away? Thanks!”

• clearly gets your thoughts across but avoids making youlook like you‟re trying to be King of the Office.

• Keep in mind that there is an unfortunate flip-side to this.Sometimes if your email is too long, you will come acrossas phony or just plain irritating.

• Some people simply cannot stand verbose email. In time,as you learn some of the other methods, you will actuallybe able to write fairly brief emails and get away with it.



27-Ask someone to check you email

• It‟s always a good idea to let another,

preferably impartial, person check your

email before you send it. I like to pick a

person who I know is not associated inany way with the situation, because they

are far less likely to be upset about the

same thing I am.



28-The big lists of addressees can

be particularly dangerous

• The more people you have on your list, themore likely any one of them is going to beannoyed by your email.

• What‟s worse is that if someone isannoyed, there is a very good chance thatwhen they flame you, they will flame thewhole list, which is likely to make youpretty angry, like you have been publiclyattacked.

29 keep the person on the



29-keep the person on the

receiving end of your email from

being on the defensive• Consider sending blind carbon copies

(“bcc”) to people who you would like to see

the message, but you don‟t want “on thelist.”

• Understand that bccs are dangerous

because the act of using them is inherentlydeceitful, because you are hiding the list of

true recipients.



30-Don‟t use large words and

formal tone• For example, phrases such as . . .

1. “It has come to my attention . . .”

2. “I would like to discuss the matter at hand . . .”

3. “Calibration of the units in question may cause

significant problems with our schedule. . .” • These phrases are quite formal indeed. However, you

can easily soften these up. For example:

1. “I just noticed something . . .”

2. “Hey, do you have a few minutes for us to talk today?” 3. “If we calibrate those, we may have some problems with

our schedule.”



31-Don‟t use capital letters

• Astoundingly enough, some people still do

write email in all capital letters.

• It is pretty rare, but it does happen. For

that reason, I feel I must take the time to

issue this very rudimentary warning.



32-Low-grade hostility is a very

difficult thing to describe.

• The best bet is to avoid telling people what

you think they “need” to do or be.

• Do your best to avoid direction and

attempts to subtly point out their failings.

• If you feel the need to go after these

areas, it‟s often best to ask leading

questions that will allow the person tohighlight their own issues.

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