this is all about how to write email in a proper way.

2. • Email or Electronic mail is a standard part of our personal
and professional lives.
• There are many ways to write an email, but by using email
etiquette we can avoid confusion, lost opportunities and

3. Email Etiquette :
Content-
• What is Email Etiquette
• How to make an Email Effective
• Email habbits that cause problems
• Email Structure
• Rules of Email Communication

4. How to Make E mail Effective :
• Selecting your audience correctly
• Using Distribution list
• Composing your messages
- Make the heading meaningful
- Keep each message short & clear
- Start each message by stating its Purpose / Context

5. E mail habbits that causes Problems :
• Changing the topics without changing the subject
• Including multiple subjects
• Miss-addressed recipients
• Displaying addresses of recipients who are strangers to
each others
• Replying vs Forwarding

6. Email Structure :
• Addressing
• Subject
• Salutation
• E mail body
• Attachments
• Signature

7. 1. Addressing :
• It is the address of the recipient.
• Use BCC (Blind Carbon Copy) to protect email addresses
unless everyone know each other.
• Maintain Address Book
• CC (Carbon Copy recipients will not see the names of
recipients who you blind copy.)

8. Addressing E-mail
Sample

9. 2. Subject :
• Always write a subject line.
• Write the subject line first.
• Keep it short.
• Place the most important words at the beginning.
• Eliminate filler words.
• Be clear and specific about the topic of the email.
• Keep it simple and focused.
• Use logical keywords for searching and filtering.

10. Ineffective Subject Lines
Subject
Hi
Questions
Meeting
One More Thing....
Some more thoughts

11. Effective Subject Lines :
Subject
Party Planning resceduled for 3 p.m
Official Cibil Score Analysis
Job Offer Agreement
Resume : Mention Your Name
Review & Feedback
Introducing our new web sight
Banking Alert : Mention Account no

12. 3. Salutation : Always start with addressing the recipient
Business Letter Salutation Examples:
• Dear Mr. Sharma
• Dear Mr. and Mrs. Sharma
• Dear Judge Smith
• Dear First Name (if you know the person well)

13. General Salutations for Business Letters :
• Dear Hiring Manager
• To Whom It May Concern
• Dear Human Resources Manager
• Dear Sir or Madam

14. 4. Email Body :
• Introductory line like("How are you", "How are you
doing"etc.)-for friends & acquaintances.
• Wishes for if it is new year, birthday, festival or an occasion
of achievement.
• As a reply to Professional mail - with reference to previous
mail- Glad to have received your mail...
• For mail with request to help or service from persons in high
position-I'd like to bring to your kind notice or We request

15. 5 . Attachment :
• Use Limited
• Cut & Paste relevant parts of attachment into text of email
• Use URL links Instead
-Upload attachments to website & city URL.

16. 6. Ending :
• Always give a pleasant end like :"Nice to have met you
or come in contact with".
• "Best time to call or eager to work with".
• "All the best for future endeavors, achievments or for
your exam etc".
• "Awaiting your reply, thanks in anticipation etc".

17. 7. Courteous Bye :
• Yours,Yours lovingly, Your friendly for friends or
Acquaintances.
• Yours Sincerly- If email is addressed to a person by
name.
• Yours Faithfully- If email begins with Dear Sir, Dear
Sirs, Dear Madam, or Dear Sir/Madam
• Regards- An email to someone you know well/more

18. 8. Email Signature :
• Don’t overthink it. All you really need is-
• Your Name
• Title (optional), Company (linked to website)
• Phone number

19. Basic Rules of Email Communication :
Remember that direct language can sound harsher in emails
than in person.
• Use proper written, not spoken Language.
• Dont assume that the reader will "get" a joke or understand
sarcasm.
• Be thoughtful and respectful in what you write.

20. Basic Rules of Email Communication Continued...
• Choose your words carefully.
• Assume everything you write is a public document.
• Avoid talking about other people in an email message.
• Use proper grammar & sentence structure.
• Spell check your message.
• Do not expect & demand an immediate response.

21. Rules for Unclear & Confusing Email Message :
• Suggest discussing the matter with the person
• Give the benefit of doubt to the writer.
• Ask politely for clarification

22. Sample E mail Message 1 :

23. Sample E Mail Message 2 :

24. E mail Writting Directions :
• Minimum words should be 50- otherwise your e mail can
not be validated.
• Addressing and signing should be done as in the question
given.
• Common Grammatical rules, Punctuation should be
according to Standard English.
• Use Phrases.

25. Activity 1: Write down an Email about your business trip by using
undermentioned details :
• Where are you going? What is the purpose of trip?
• How long are you going to stay?
• What is your itenary? Which places are you visiting?
• How well do you know the people?
• Have you spoken to them prior?
• What will you need to complete the project?

26. Activity 2 : Write a formal email to a university professor,
apologizing for missing a class and asking to arrange a
meeting to discuss the missed assignment.
Phrases:
• Please accept our apology for...
• I am writing to arrange...
• I’d like to thank you for your...
• This is to request you to give us...

27. Thank You