The three main categories of people we write mails to:
It is time to update your employee parking stickers. New
stickers are required by April 1. Parking Rules and
Regulations require that all vehicles driven on campus must
display the current stickers.
Please renew your employee parking stickers by April 1.
Put yourself in the Receiver‟s shoes
The person receiving your mail
Remember, your readers may know
nothing about what you're telling them
• Leave Application For 03-12-2014
• With Ref. To The Meeting/Call As On 12-13-2013
• With Ref. To The „Hello Kitty‟ Cartoon
• Your email should open by addressing the person you‟re
• For someone you don‟t know well, especially if they‟re a
superior or if you have a working relationship with the
person, always address „Dear.‟
• If you know the person well, use „Hi Bob‟ or „Hello Jerry‟
• You can even use just the name with a comma (Jerry,)
• If you know the person well, like your team mate, using
„Dear Garry‟ will look odd.
• Get straight to the point.
• Split your email into two to four short paragraphs, each
one dealing with a single idea.
• Consider using bullet-points for extra clarity, or if you
have too many points to cover.
• Follow the KISS principle. Keep It Short & Simple
• Listing several questions for the receiver to answer.
• Suggesting a number of alternative options.
• Explaining the steps that you‟ll be carrying out.
• If you need to write about several different issues (for
example, if you‟re giving your boss an update on Project X,
asking him for a review meeting to discuss a pay hike, and
telling him that you‟ve got a doctor‟s appointment on
Friday), then don‟t put them all in the same email.
The receiver is a
human, not a
computer to put the
different topics in
• Emails should follow the same rules of punctuation as
• Never write a whole sentence (or worse, a whole email) in
• Always capitalise “I” and the first letter of proper nouns
• Capitalize acronyms (USA, BBC, NSE)
• Always start sentences with a capital letter.
• Writing a particular word in capital showing it is
important or needs to be looked upon is a myth.
• For short internal company emails, you can get away with
just putting a double space after your last paragraph then
typing your name.
• If you‟re writing a more formal email, it is essential to
close it appropriately.
• Use Yours sincerely, (when you know the name of your
addressee) and Yours faithfully, (when you‟ve addressed
it to “Dear Sir/Madam”) for very formal emails such as job
• Use Best regards, or Kind regards, in most other
• Even when writing to people you know well, it‟s polite to
sign off with something such as “All the best,” “Take
care,” or “Have a nice day,” before typing your name.
• Don‟t cram your email signature with quotes from your
favourite TV show, motivational speaker or witty friend.
• Do include your name, email address, telephone number
and postal address (where appropriate) – obviously, your
company may have some guidelines on these.
• It makes it easy for your correspondents to find your
contact details: they don‟t need to root through for the
first message you sent them, but can just look in the
footer of any of your emails.
• Always, always proofread you emails before you hit the
• Check spellings, sentence formation, capitalization and
usage of the correct words (affect/effect, it‟s/its,
• Read from the receiver‟s perspective.
i‟ve attached my resume i would be grateful if you could
read it and get back to me at your earliest convenience. i
have all the experience you are looking for – i‟ve worked in a
customer-facing environment for three years, i am
competent with ms office and i enjoy working as part of a
team. thanks for your time
I’ve attached my resume. I would be grateful if you could read it and get back
to me at your earliest convenience. I have all the experience you are looking
• I’ve worked in a customer-facing environment for three years
• I am competent with MS office
• I enjoy working as part of a team
Thanks for your time.
It is similar to the way you create different project folders in your system or in your mailbox.
Since we follow a company signature, this information is for your knowledge