Basic Email Writing Skills

1. EMAIL
ETIQUETTE
Because Better Communication
means Better Relationships
BASIC

2. Why do you need to write better
Emails?
– Improves Efficiency
– Conveys Professionalism
– Better Relationships
– Make a good Impression

3. Let’s Break it Down
1. TO – Recipient
2. CC – Carbon Copy
3. BCC – Blind Carbon Copy
4. SUBJECT
5. BODY - of the email (Message)
6. SIGNATURE
7. ATTACHMENTS

4. TO – The Recipient
– REPLY-ALL ONLY if needed
– CC and BCC only when Necessary –
Double/Triple Check Email addresses
– Always Add at the End

5. SUBJECT
–
–
–
–
–
–
Relevant and Descriptive
Short and To the Point
Avoid all CAPS
Don’t add ? And ! In the same line
Check Spelling, Grammar and Punctuation
Incase of urgency, emphasize on the subject line
“Can we have a call now?” “Are you free for a quick
meeting?”

6. SUBJECT
– Bad Example
Subject: Meeting
– Good Example
Subject: Digital Design Project Meeting – 10 A.M Dec
15th, 2019

7. BODY – the Message
– Always add a Greeting (Hi/Hello/Dear ____,)
– Focus on the Topic
– Keep Sentences Short (Avoid too many And’s)
– Avoid All CAPS
– Check Spelling, Grammar and Punctuation

8. BODY – the Message
– Avoid too many Abbreviations and Exclamations (!!!!!)
– Use Single question marks only (??????)
– Avoid Slangs
– Mind your Manners - Don’t insult
– Don’t discuss Confidential information

9. BODY – the Message
– Use Active Voice
– Use the Right Tone - Confident
– Avoid words like – “I will Try”, “I’m not Sure”, “Just”,
“Probably”, “Maybe”, “I think”, “I Don’t know”, “It’s Not
our fault”
– Turn a negative statement into a positive one

10. Conveying bad/difficult news /
inability to provide feature
– Always Positives First
– Empathize and Apologize and Convey the difficult message.
– Provide a solution.
– Explain and provide a reason why it happened.
– Provide the person with an opportunity to discuss the situation
with you.
– DO NOT play the blame game.
– Highlight a Problem ONLY when you have a solution for it.

11. Negative to positive news

12. Real-time Situations
– Website Down
– “Sorry about this. I’m looking at it right away”
– “Apologies for the inconvenience caused. We’re on top of this. We
have applied our best resources / This is how we intend to address
this issue – [suggest solution]. I will get back to you ASAP.”

14. Real-time Situations
– Problem Solved
– “The website is back up and running now.
[Reason behind the problem]
We are sorry this happened but we will ensure that this will not
happen again. [Measures you will take to ensure it will not
repeat]”

15. Real-time Situations
– Unclear Requirements
– “Hello [firstname],
Thank you for your email. Quick question - [concise question on
what you are unclear about]. [Arrange for a call if needed].
Looking forward to your response. ”

16. Closing the Email Message
– Closing Remarks
“If you have any questions or concerns, don’t hesitate to let me
know”
“I look forward to hearing from you”
– Closing Greetings –
“Thank you” ; “Regards” ; “Best”
– Use “Please” and “Thank you” Generously
– Add Signature, Name/Designation (Keep it simple)

17. Attachments
– Don’t forget to ADD the Attachment
– Label them Appropriately
– If it is too big an attachment, upload on Google Drive and
share a link

18. Responding
– Always Respond to an email addressed to you.
– Always Re-read the email before replying.
– Always address the person with a Greeting (even if They
Don’t)

19. Do’s and Don’ts
– Use a clear Subject line when composing an email.
– Never REPLY-ALL unless necessary
– Always re-check (thrice) and re-read your email and
analyze from your recipient’s perspective.
– Check for grammar, spelling and punctuation errors.
– Use white spaces. Do not cramp up text.

20. Do’s and Don'ts
– Assume it is a public document – don’t get
personal/share personal/confidential details
– Always ask for feedback/responses/questions (based on
context)
– Use appropriate signature

21. Thank You!