Effective written communication involves clear, concise emails that start with appropriate salutations and maintain professionalism. Key elements include a short subject line, a warm greeting, a clear and logical body, and polite closing remarks. Email etiquette also emphasizes the importance of replying promptly, proofreading, and avoiding informal language.

1. Effective Written
Communication
Writing, to me, is simply thinking through my fingers. - Issac Asimov

2. Subject Line
● Subject Line - keep it short and simple
● Reader should know what’s inside even without
opening
● Very important section of any email
● Start with project acronym. For eg;) CKC,
BBFarm, TCS
● Use Follow Up: for follow up emails

3. To - CC - BCC
➔To - ensure you address to the correct person(s)
while composing a new one and replying
➔Cc - copy emails to necessary workers and
managers
➔Bcc - use it only in need

4. Body - Big Start
● Hello/Dear/Hi
● Use Dear with first name of the person
● Use Dear with Mr./Ms./Mrs. and family name
● Use the addressee name or team name to start
with
● Don’t just start with Hi, as it looks odd
● Just mention name in continuous emails
● Eg:- Mathews, Michelle,

5. Body - Big Start
● Eg:- Hi Mark, Hi Nexcess Team, Hi Payodians
● Eg:- Mathews, Michelle,
● Full name: Fred Alen
● Use: Dear Mr. Alen / Dear Fred / Hi Fred

6. Body - Begin with a greeting
● Begin with warm wish for the day
● Just a note on their last weekend
● Festival or holiday
● Ask if they are well

7. Body - greeting phrases
● Good morning/afternoon/evening
● I/We hope you had a great weekend
● I/We hope your christmas brought loads of joy
and peace.
● I/We hope you are doing well/great
● I hope this email finds you in good shape

8. Body - Critical part
● Vital information goes first
● Keep your language clear and understandable by
the reader
● Use separate paras for different topics to avoid
lengthy one.
● First time - brief about you
● Sound polite

9. Body - Critical part - Samples
Acknowledge the
email if it will take
more time to get /
complete what is
asked for

10. Closing Remarks
● Ask for queries
● Ask for help/support
● Inform that you are waiting for the reply/feedback
● Thank the reader
● Ask sorry for being late

11. Closing Remarks - Phrases
● Please let us/me know if you have any further
questions
● We would be glad to assist you if we can be of
any further help.
● We look forward to hearing your
feedback/approval.

12. Closing Remarks - Phrases
● Thank you for your patience and cooperation
● Thank you for your consideration
● If you have any questions or concerns, don’t
hesitate to let me know
● We will wait to hear back from you on the
estimate.
● Sorry for the inconvenience

13. Closing Remarks - Sample

14. Closing Remarks - Sample

15. Closings
● Use a formal closings
● Use this to convey thanks or respect
● Eg:- Regards, Best regards, Thank you
● Don’t use same closing for all emails
● Avoid using thanks to client communication as it’s
informal use thank you instead
● Your name - How you want to be addressed?

16. Email Writing - DO’s
● Reply/acknowledge and then work
● Reply to all emails addressed to you
● Be polite always (never write an email in anger)
● Proofread at least once by yourself/colleague
● Received login info - verify before reply to save
some time
● Use proper Grammar

17. Email Writing - DO’s
● Use Date/Timezones
● Keep the client informed on the status
● Faults - admit it first
● Include a signature (3 liner) while writing to
companies to look more professional

18. Email Writing - DON'Ts
● Don’t use abbreviations, emojis and shortcuts
● Avoid informal words like yeah, wanna, gotcha
● Don’t use a word if you are unsure what it means

19. Use Grammarly
grammarly.com

20. Thank you
Have a question?
A poorly written email can discredit your professional image - Diane Gottsman,
etiquette expert