0
Institute of Management
Studies

Drafting E-mails
-Business CommunicationMs.AyushiVyas
(Faculty-Business

Communication)

...
“Basic E-mail Etiquettes”
1.
2.
3.
4.

Clear Subject Line.
Easy to categorize.
Keep content of message relevant.
Remember ...
Basic E-mail Etiquettes contd.
6.Check whether message needs to be
replied to all.
7.Misaddressed recipients e.g.
Ramesh@x...
Agenda
1.
2.
3.
4.
5.
6.
7.

Addressing
Subject Line
Message Text
Signature Line
Attachments
Style
Managing Email

4
Addressing
• Limit to who really needs to know.
• Make it clear in text who has action
and who is info addressee.
• Use BC...
Addressing (contd.)
• Use address book with mail groups &
validate often.
– Use auto fill as many addresses can be
similar...
Addressing (contd.)
• Informal Communication before
Formal Communication.
• Fill in addresses last to avoid sending
an inc...
Subject Line
• Headline (think newspaper).
• Make it easy for recipients to triage
your Email and find it later.
• Don’t “...
Message Text
• Keep the message focused and readable.
• Keep it short.
• Use short, respectable ,positive sentences
in act...
Message Text (contd.)
• Identify yourself clearly to cold
contacts.

– Hello, I am…The reason I am writing…
– Hello, so-in...
Attachments
• Use sparingly.
• Cut and paste relevant parts of
attachment into text of Email.
• Check attachment before cl...
Signature Line
• Include (if you want people to contact you)
–
–
–
–
–
–
–

Your name
Designation
Team Name
Organization
E...
Signature Line (contd.)
• Keep only relavent details like ,
mailid, designation,team and location.

13
Style
• Threads

– Multiple replies can get out of hand, but
continue them to maintain the tread.
– When they start to dri...
Style (contd.)
• Forwarding stuff, e.g., chain letters
– Avoid; annoys most people.
– Use BCC to hide your address list.

...
Managing Email
• Organize Email into folders. E.g. Friends,
Family, Office , HR , Operations etc.

16
Managing Email (contd.)
• Deleting / Archiving Inbox Messages

17
Managing Email (contd.)
• Use “out of office” agent when away.

18
Example

19
T.H.A.N.K.

Y.O.U

20
Questions and Comments?

21
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Transcript of "Drafting emails"

  1. 1. Institute of Management Studies Drafting E-mails -Business CommunicationMs.AyushiVyas (Faculty-Business Communication) Sanjay Singh Vicky Pathak Girish Kukreja Joydeep Kujur 1
  2. 2. “Basic E-mail Etiquettes” 1. 2. 3. 4. Clear Subject Line. Easy to categorize. Keep content of message relevant. Remember to change the subject line when changing the topic. 5. Do a self review and if possible, get it reviewed by peers. 2
  3. 3. Basic E-mail Etiquettes contd. 6.Check whether message needs to be replied to all. 7.Misaddressed recipients e.g. Ramesh@xyz.com , Ramesh1@xyz.com 8.Generally accepted e-mail jargons 1- fyi – for your information 2- fyia - for your information and action 3
  4. 4. Agenda 1. 2. 3. 4. 5. 6. 7. Addressing Subject Line Message Text Signature Line Attachments Style Managing Email 4
  5. 5. Addressing • Limit to who really needs to know. • Make it clear in text who has action and who is info addressee. • Use BCC to protect Email addresses unless everyone knows each other. 5
  6. 6. Addressing (contd.) • Use address book with mail groups & validate often. – Use auto fill as many addresses can be similar – A template message can be saved as drafts which is used often for different recipients e.g. Birthday Wishes.It can be edited as per the requirement. 6
  7. 7. Addressing (contd.) • Informal Communication before Formal Communication. • Fill in addresses last to avoid sending an incomplete Email by mistake. 7
  8. 8. Subject Line • Headline (think newspaper). • Make it easy for recipients to triage your Email and find it later. • Don’t “Reply All” to a message to grab addressees without changing subject. 8
  9. 9. Message Text • Keep the message focused and readable. • Keep it short. • Use short, respectable ,positive sentences in active voice. 9
  10. 10. Message Text (contd.) • Identify yourself clearly to cold contacts. – Hello, I am…The reason I am writing… – Hello, so-in-so suggested I contact you… • Write in standard professional English with correct spelling. 10
  11. 11. Attachments • Use sparingly. • Cut and paste relevant parts of attachment into text of Email. • Check attachment before clicking on ‘Send’ 11
  12. 12. Signature Line • Include (if you want people to contact you) – – – – – – – Your name Designation Team Name Organization Email address Phones/Extension Location 12
  13. 13. Signature Line (contd.) • Keep only relavent details like , mailid, designation,team and location. 13
  14. 14. Style • Threads – Multiple replies can get out of hand, but continue them to maintain the tread. – When they start to drift start a new thread with explanation. 14
  15. 15. Style (contd.) • Forwarding stuff, e.g., chain letters – Avoid; annoys most people. – Use BCC to hide your address list. 15
  16. 16. Managing Email • Organize Email into folders. E.g. Friends, Family, Office , HR , Operations etc. 16
  17. 17. Managing Email (contd.) • Deleting / Archiving Inbox Messages 17
  18. 18. Managing Email (contd.) • Use “out of office” agent when away. 18
  19. 19. Example 19
  20. 20. T.H.A.N.K. Y.O.U 20
  21. 21. Questions and Comments? 21
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