Email writing explained with its types, commonly used phrases and best practices. Learn about the best email etiquette to learn about Dos and Don'ts while using email for communication.

1. Business English
Business Emails
by
Ash Vyas

2. Business Emails
Email has become the main way that many business professionals communicate.
Your emails are important. A good email can lead to business success. While a
bad email can harm a professional relationship, sidetrack your project, or cause
damage to your reputation.
Thus, learning to draft a professional Business Email is important.

3. What to Keep In Mind While Drafting an Email?
•Who is the receiver?
•Your relationship with the receiver?
•Agenda of the email.

4. Types of Emails
•Formal
•Neutral
•Informal

5. Formal Emails
•Written with strictly professional approach and best practices.
•Use more formal vocabulary and sentence structure.
•Never use emojies or emoticons.
•Follow strict Email etiquettes.
Audience:
Clients, Seniors, Vendors, Other Business professionals

6. Neutral Emails
•Written with professional approach.
•Use mix of formal and informal vocabulary and sentence structure.
•Can use emojies or emoticons sparingly.
•Follow possible Email etiquettes.
Audience:
Colleagues, friendly vendors, clients, etc.

7. Informal Emails
•Written loosely.
•Use informal language.
Audience:
Family, friends

9. Email Structure
•Subject Line
•Salutation / Greetings
•Main Body
•CTA (Call To Action)
•Closing

10. Email Writing Best Practices:
•One email per subject
•Have short and meaningful subject line
•Use Paragraphs
•Use bullets
•Use White spaces
•Use Short Sentences
•Check before sending to avoid any possible mistakes

11. How To Write Subject Lines?
•The subject line is the ideal length, six to ten words.
•It's also more specific.
•It identifies the project by name and describes the topic of the email.
•Put important words at the beginning.
•Avoid filler words and phrases.
•Don’t use all caps or excessive punctuation.
•Keep first character of First or All Words Capital.

12. Examples of Subject Lines
Worst Subject Lines Best Subject Lines
Room Reservation Regarding Conference Room Reservation
Brochure Help / Help Brochure Production Help
Application HR Manager Job Application
Hotel Information International event related Hotel Booking Information
I would like to update on the
location of our new branch
New Company Branch Update
I would like to inform you
about the project kickoff
notes and start process
Project Kickoff Notes and Start Process

13. Salutation
•Be short.
•Avoid using dear.
•Avoid using emoticons.
Most formal Style: Hello Mr./Ms [Last Name],
Neutral Style: Hi [First Name],
Informal Style: Hey [First Name]!

14. Greetings
After name, put a greeting line. Commonly used greetings:
•Greetings!
•Good Morning
•How are you doing?
•Hope you are doing well!

15. Email Body
•It should be written in short paragraphs of one to three sentences.
•Each paragraph must convey only one point.
•Use Bullet list as and when possible.
•Avoid using fancy font styles.
•Use exclamation mark sparingly.
•NEVER USE ALL CAPS, BOLD OR Red Fonts. It depicts anger.
•Keep it brief.
•Don’t over-explain

16. Email Closing
•Provide CTA (Call To Action)
•Give closing
•Add Signature

17. Email Call To Action Examples
•Looking forward to hearing back from you.
•Please, let me know your feedback.
•Let me know your comments on this.
•Don’t hesitate to ask, in case of any query.

18. Email Closing Examples:
•Yours Sincerely,
•Yours Faithfully,
•Thanks and Regards,
•Regards,
•Best,
•Best Wishes,

19. Email Signature Best Practices
Follow below mentioned syntax,
Full Name
Designation
Company Name
Website URL
*you can add image based links for social profiles

20. Email Tone
•We can write an email in direct or indirect tone.
•Direct tone means when we directly ask about the subject of concern.
•Indirect tone means when we be extra polite and ask about the subject of
concern with a little lengthy explanation.
Tip:
To decide the tone, ask yourself, “What am I writing About”?

21. When To Use Direct Tone or Indirect Tone?
Direct Indirect
Answer of request is Yes Answer of request is No
Request you are making is Routine Request you are making is Different
Suggestion you are making is Easily Acceptable Suggestion you are making May Require Thinking
Opinion is in Favor Opinion is Against
Answer is Positive Answer is Negative
News is Good News is Bad

22. Examples Direct and Indirect Tones
Direct Indirect
Let’s meet next week. Could we meet next week for further discussion?
I wonder if you can attend the conference. I was wondering if you could attend the meeting.
You didn’t tell me the meeting was cancelled. I wasn’t informed the meeting was cancelled.
I will be late. I might be a little late.
Can you give me papers? Will it be possible to pass me the papers?

23. Direct vs. Indirect Tone
•Direct tone email has sentences passing the information.
•Indirect tone emails are more formal and making a request or giving polite
suggestions in a form of questions or explanatory sentences.
•Indirect is more formal and polite and must be used in negative or unfavorable
situation or when you are asking for a favor.

24. How to Use Indirect Tone in Email?
•Use yes/no questions.
•Use past forms such as could, was wondering, etc.
•Use request words such as please, request, etc.
•Use passive voice
•Use polite words such as modals (might/could/should); a bit, a little.
•Make the sentence formal and explanatory.

25. Top Email Etiquettes
Dos:
•Maintain Privacy
•Precise & Non-Spammy Subject Line
•Keep It Short and Precise; Use other communication medium
•Keep it clean and professional
•Be wise with "Reply to all“
•Respond in Time; Inform about possible delay

26. Top Email Etiquettes
Dos:
•Use it to have recorded points of agreement to refer later
•Use Signature wisely
•Keep it clean
•Make sure to give professional Closing
•Provide a warning when sending large attachments
•Read TWICE before hitting "send"

27. Top Email Etiquettes
Don’ts:
•Don't Divert Subject & Maintain a Mail-chain
•Don't mail angry
•Don't show your sense of humor in Email
•Don't use emoticons and exclamations
•Don't use jargons or short-forms
•Don't make it fancy

28. Top Email Etiquettes
Don’ts:
•Don't involve in argument in email
•Don’t respond one-lines like Thank you, Oh Ok.
•Don’t over explain

29. Professional Email Format

30. Professional Email Format

31. Any Questions?
Connect with me:
ashvyasseo@gmail.com
https://twitter.com/ashvyasseo
https://in.linkedin.com/in/ashvyas
https://www.facebook.com/ashvyasseo