Learn the concepts and basic guidelines for email writing.

1. SMART MINDZ
Prepared By
Kingsly Rajkumar R

2.  Understand the importance of writing emails effectively
 Follow email etiquette while writing emails
 Pick appropriate openers and greeting line
 Use appropriate punctuations
 Draft a professional email

3. Maintain Efficiency
Establish Clear Communication
Demonstrate Professionalism
Also emails can serve as evidence and can guard you

4. 5
W’s
What Severity?
Why?
Whom?
What Content?
What's Next?
(Expectation)

5.  Be specific about the email topic
 Maximum of 6 - 8 words
 Use logical search words
 Ensure to avoid mistakes

6.  How they will receive your message?
 What is your relationship with receiver?

7. Common ---> Can be used for Peers
First time greet ---> Can be used for peers of same or different
team
Most respectful ----> Can be used for superior / Head of different
team / Outside the organization
Dear
Hello
Hi

8. Can we use salutation before the name in an email?
 If yes, How to use the same?
 Hi [First Name],
 Dear [First Name],
 Dear Mr. [Full Name / Last Name],
 But it is preferable to use only first name to address within the organization.

9. Addressing Two people
 Hi A and B,
 Hi Both,
 We can also use Hi Team,
Greeting
 Most people use Good Morning / Good Afternoon / Good Evening.
 But, it is preferable to simply use "Greetings".

10. Avoid Jargons
 FYI, FYR
 ASAP --> At the earliest
 Because, As ---> Since
 Mentioned ---> Listed
 Urgent / Important ---> Top priority
Usage of "of" and "for"
 Past data: of
 Current / Future data: for
Example:
 Report of January 2021
 Report for October 2021

11. ,
Break, pause, series of action
:
Following, Topics, Headlines
;
Replacement for coordinating
conjunctions (But, and, yet)
‘……', “……."
Highlight a certain
thing
-
Compound word (end - end,)
Compound Number (21 - 99)
Fractions (two-third)

12.  Drop repetitive words
 Chop the sentence
 Avoid frequent I statements
 Drop unrelated information
 Use Bullets/Numbers in appropriate places

13.  Legitimacy and Professionalism
 Brand Recognition
It is preferable to use as follows:
Thank you.
Best regards,
Name
It is not preferable to use "Thanks and Regards".
If there is a practice of using "Thanks and Regards", make sure that the letter "r" in not
capitalized.
E.g.: Thanks and regards,

14. Is it necessary to use signature in all mails?
Absolutely Not.
Where can we avoid signatures?
 After 4 to 5 conversations in a trailing mail.
 In a single line mail.
(E.g.: Noted, Thanks for the confirmation, Below mail for your reference)

15. What to do if you have sent a wrong mail?
 Just reply with a subject line "Please Ignore Previous Mail"
(Content / Signature in body of the mail not required)
What if you have sent an email without attaching the document?
 Just reply with the below line in the body of the mail.
 Attachment missed / Missed attaching the file.
(Signature not required)