1. Why Does it Matter? 2. Types of Emails 3. Basic Rules of Email Communication 3. CC & BCC 4. The Subject Line 5. The Content 8. The Closing 9. The Signature 10.Attachments 11.Final Tips 12.Summary

1. Effective Email Writing
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2. Outline
1. Why Does it Matter?
2. Types of Emails
3. Basic Rules of Email Communication
3. CC & BCC
4. The Subject Line
5. The Content
8. The Closing
9. The Signature
10.Attachments
11.Final Tips
12.Summary
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3. ❖ Why does it matter?
Good email communication skills. . .
■ are part of succeeding in the job.
■ help you make a good impression.
■ make it more likely that you’ll get the response you want!
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4. ❖ Four Types of Email
1. No-Reply Email –You want to tell the receiver something, either a
compliment or information. No reply is necessary.
2. Inquiry Email - You need something from the receiver in a reply. Example:
advice, or questions answered. The reply is your desired outcome.
3. Open-Ended Email – to keep communication lines open, for the purpose of
some future result or benefit.
4. Action Email – The goal is not the reply, but some action on the part of the
receiver. Examples: a sales pitch, or asking for a website link exchange
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5. ❖ Basic Rules of Email Communication
✓ Proper subject line
✓ Greeting
✓ Introduction (if necessary)
✓ Request
✓ Thank you/Closing remark
✓ Signature
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6. ❖ What to use CC or BCC?
"Cc" stands for "Carbon Copy"
"Bcc" stands for "Blind Carbon Copy"
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7. ❖ What to use CC or BCC?
■ When sending the same email to several people, via CCs or
BCCs, remember that their addresses are visible in the CC box.
■ Use the blind copy (BCC) to protect the privacy of your
contacts.
■ Your e-mails are not private. Avoid sending confidential,
proprietary, sensitive, personal information.
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8. ❖ The Subject Line
■ The subject line is the first thing the target receivers see when sorting
through their inboxes.
■ Always write a subject line that is informative, direct, and states the main
issue in the email.
■ Keep it short; long subjects lines don’t show well in the browser
windows, or are ignored.
■ Use sentence case, not all caps.
■ When replying, change the subject line when the topic changes.
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9. ❖ Content
■ Check your grammar and spelling
■ Use proper structure and layout
■ Be efficient ◦ Emails that get to the point are much more effective
■ Address all the questions or concerns to avoid delays
■ Read the email before you send it
■ Try to keep the email brief (one screen length)
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10. ❖ Keep it Professional
■ Don’t use jokes, emotions, or emoticons.
■ Don't use abbreviations or acronyms such as PLZ, ROFLOL
(rolling on the floor laughing out loud), or WUWT (what's up
with that).
■ Avoid exclamation points, ellipses, question marks, bold,
italics, underlines, or multi-colored font.
■ It is considered very rude to use CAPITAL LETTERS LIKE
THIS BECAUSE IT MEANS THAT YOU ARE SHOUTING
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11. ❖The Closing Remarks
➢ Courtesy is always important, no matter how short the email is. Before you end your
email:
■ Thank you for your patience and cooperation.
■ Thank you for your consideration.
➢ Include an accurate follow-up statement:
■ I look forward to hearing from you
■ If you have questions or concerns, do let me know.
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12. ❖ The Closing
➢ Use a professional closing:
■ Best regards,
■ Sincerely,
■ Thank you,
➢ For more casual emails:
■ Best wishes,
■ Cheers,
➢ For more formal emails:
■ Yours Sincerely,
■ Yours Faithfully,
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13. ❖ The Email Signature
A professional signature makes it easy to contact you.
■ Company Logo
■ Full professional name
■ Job title
■ Company Name
■ Business contact details
■ Business social media
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14. ❖ Attachments
■ If there are any attachments, mention them in the email
so that the receiver knows to look for and open the files.
■ Appropriately name the attachments so that the receiver
knows what each document is just by reading the file
name.
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15. ❖ Review
■ CLARITY: Once you’ve written an email, take a few seconds
to read over it before pressing the Send button. Read it as if
you were an outsider — how clear is it?
■ AMBIGUITY: Are there any ambiguous statements that could
be interpreted the wrong way? If so, clarify.
■ LENGTH: As you review, see if you can shorten the email,
remove words or sentences or even paragraphs.
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16. ❖ Check, and then check again
Before you hit the send button:
■ Edit and proofread. You may think you're too busy to do the
small stuff, but your reader may think you're careless,
unqualified, or unprofessional.
■ Review and spell-check your email one more time to make
sure it's truly perfect.
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17. ❖ Final Tips
■ Reply promptly to serious messages.
■ If you need more than 24 hours to collect information or make a
decision, send a brief note to explain the delay.
■ Some replies are delayed by electronic transmission. Explain the
delay.
■ Some messages arrive at the end of the last working day of the
week. Check emails just before you leave.
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18. ❖Final Tips
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19. ■ Be Professional
■ Follow basic Email Etiquette
■ Email is a powerful tool. Use it wisely.
“ The simple truth is that email is how modern business is done”-Neil Patel
❖Final Tips
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20. ❖ Summary: Do’s and Don’ts in Emails
Do Don’t
Write an appropriate subject line that pertains to
the content of the email. This makes it easier to
search for the e-mail in the future.
Do not write in all caps or in all lowercase letters
Begin with the title and full name of the person to
whom you are writing (Mr. Smith, Dr. Jones, Prof.
James, etc.).
Do not use abbreviations such as OMG and LOL:
This is not appropriate for formal communications
Write your message in a clear and concise manner.
Keep your paragraphs short and your statements
clear.
Do not use sarcasm and humor. This is an easy
way to accidentally insult the reader.
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21. Do Don’t
Always re-read and check for spelling and
grammar errors before sending.
Don’t rely on spelling and grammar checkers.
This is an easy way to avoid embarrassing
spelling errors.
Punctuate accordingly. Close the email with
your contact information
❖ Summary: Do’s and Don’ts in Emails
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