How to Write an Email?

1. UnitVIII- Part III
Writing Email, Memo & Summary

2. On writing Email
• Emails are by far the most common method of communication for internal
office correspondence and they have replaced letters in almost all fields.
• Most people in companies use emails for a wide range of purposes: to
confirm appointments and meetings, request help or action, provide
information etc

3. Differences btwn letters and emails
• Letters can be formal, while emails tend to be less formalin tone and style
• Letters use conventions for opening and closing a letter, while emails have very
few conventions.
• Letters usually start with a “Dear (name)”; Emails often start without a name
• Letters provide a permanent written record, while emails can be easily deleted
• Letters tend to be more longer; emails are brief responses or notices
• Letters tend to have a clear paragraph structure, while in Emails paragraphs tend
to be shorter

6. 8.2.11 contd
• Be polite: Avoid writing sarcastic or angry comments.Take your time to ‘cool
off’ before sending a reply which you might regret later.
• Starting an Email: you can start directly with the name of the person to
whom you re sending. If you are writing an Email to someone outside your
company, then you can use the salutation “Dear”.
• Punctuation: Capital letters- Use capital letters only where necessary-
Looks a if shouting at your reader.

7. Writing summaries

8. Step by step procedure for summarizing
• Pull out main ideas
• Focus on key details
• Use keywords and phrases
• Break down the larger ideas
• Write only enough to convey the gist
• Take succinct but complete notes

13. Writing Memo

18. Wrong Sample

19. Correct Memo sample