This slide show you the scientific method to write a good business email.

1. How To Write A Proper Business
Email
SCIENCE OF WRITING
+
PSYCHOLOGY OF READING
By Stella Phan

2. Are You Good At Writing a Business Email?
How well do your emails represent you?
Is your writing easy to read, easy to understand?
Is your intent always easy to discern?
Do you carefully manage your tone?
Does the manner of your writing inspire confidence in your
abilities?
- See more at:
http://www.emailexcellence.com/individuals.cfm#sthash.XcafaBp
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“In your work, the road ahead is paved with email” - Email Excellence

3. Etiquettes
1. Respect yourself as much as you respect readers
Don’t be abrupt or too humble
Be smart casual
Be honest
2. Avoid using too many colors, especially red
3. Email Subject: [PROJECT/CATEGORY] TOPIC OR PURPOSE OF EMAIL_TAG
Tag can be “URGENT”, “FYI”, “NEED APPROVAL BY…”
4. Reply an email as soon as you receive them. (“Thank you”, “I will get back on it by
See more

4. Organize Ideas
Write the email the way you want readers to read and understand it!
Induction vs Expansion
Induction: You state the cause at the beginning of the paragraph -> conclusion
Expansion: You state the Conclusion first, and explain it later in the paragraph
A good structure often looks like this
Opening signal
Problem

5. Clarity Is The Most Important!
Readers should know right away what you need them to do after reading the email.
1 idea 1 paragraph! Don’t confused readers
Add extra line between paragraph to make it easier to read
If you are referring to a screen, write on the screenshot and attach in email. Helps a
lot!!
A paragraph should be less than 4 lines. Longer than that, reader won’t feel like reading
the email.
Use a nested list whenever possible. Number or label each item so you can recall them
in replying emails

6. Examples of business emails out there
1. Requesting action
2. Delivering information.
3. Writing replies
4. Drafting a simple proposal.
5. Delivering bad news

7. 1.Requesting Action
This type of email seeks action from
recipients.
Purpose
• Readers knows clearly WHAT to do, WHO
will do it and WHEN is the deadline.
Example

8. 2. Delivering Information.
This type of email notifies readers; no specific action is
sought.
Purpose
Delivering ENOUGH information.
Making the information EASY and FAST to read
KEY information must STAND OUT
Example.

9. 3. Writing Replies
Here we’re talking about what happens when we hit the Reply button.
PURPOSE
Answer ALL the questions you’ve been asked.
Make sure readers understand what you are answering/replying
Again, it must be easy and fast to remember/understand
Example

10. 4. Drafting A Simple Proposal
Most common blunders
- Over reaching
- Too few supporting facts
- Inadequate homework
- No logic flow.. I.e: Introducing the solution
without first addressing the problems
Example

11. 5. Delivering Bad News
Delivering bad news is always tricky. The challenge here is twofold:
1) Limiting the damage to the relationship;
2) Establishing a basis for moving forward.
REMEMBER
• Express understanding, sympathy, or regret.
• Don’t try to deliver the bad news and the explanation for it all at
once.
• Avoid sending an email for news that should be expressed in
person—e.g., laying off or firing an employee.
Recommendedsolution
An approach we call PACER — a way of sequencing your remarks in
a carefully measured fashion
Example

12. CONCLUSION
A good email is
● Fast to skim (good structure)
● Easy to read and understand (Good language and visual aid)
● Enough and clear information (avoid confusion)

13. THANK YOU!
Any questions?