Simple tips to write a professional e-mail.

1. September 15-21, 2016
E-mail Communication Ethics
Dr. Mohammad Hamid
03/10/16

2. September 15-21, 2016
Professionals communicate in a professional manner regardless of the mode of communication.
If you are a professional you know that putting your best foot forward at all times is just what you
do.
There are four ways, and only four ways, in which we have contact with the world. We are
evaluated and classified by these four contacts: what we do, how we look, what we say, and how
we say it.
– Dale Carnegie (1888-1955).
When it comes to your business e-mail communications, you need to make an impression that
can show that you are a credible professional person and someone who will be easy and a
pleasure to do business with. You only have one chance to make that first impression which will
be valuable towards building trust and confidence.
Dr. Mohammad Hamid
03/10/16

3. September 15-21, 2016
Email Etiquette:
Email is the most common form of written communication in the business world.
To:
Enter the names of the recipients whom you want them to take action.
CC:
Enter the names of the recipients whom you don’t wait for an action for them (only want them to read the e-mail without any
action required)
Subject:
Include a clear, direct subject line. Examples of a good subject line include “Approval for Mr. …..”, "Meeting date changed,"
“Inquiry about Mr. ….. Medical condition“ , “Follow up / ITS No”, “Complaint: Complainer Name”, “Fax: Claim No”, “Email: Claim
No”.
People often decide whether to open an email based on the subject line. Choose one that lets readers know you are addressing
their concerns or business issues.
Dr. Mohammad Hamid
03/10/16

4. September 15-21, 2016
Greeting: Dear Dr. / Mr. / Ms. ……
Greetings must be started with “Dear” then the title. E-mail should be addressed to everyone in the “To” field, for e.g.: if you have
the names Karim Hamed & Sylvia Mourad in the “To” field, in the greeting you will mention: Dear Sylvia / Karim. If both of them
have the same designation, mention the lady’s name 1st but if Karim’s designation is higher than Sylvia’s, then the greeting will
be: Dear Karim / Sylvia. Make sure the proper title is entered (Dr., Mr., Ms.) except when sending to colleagues with the same
designation, title can be excluded.
E-mail body:
The body of the e-mail should include all the data for the recipient to take the necessary action.
Email Font:
The format and style to be used in all correspondence should be consistent. The font used for the body of the email is preferred
be set at Arial, size 10 with black color; Replies are preferred to be set to appear in blue color.
Closing: Kind regards,
Signature: Your company’s Standard format of Signature
Dr. Mohammad Hamid
03/10/16

5. September 15-21, 2016
Very Important tips for proper e-mail writing:
1. No abbreviations — type full words and sentences too! (Not do “u” get it! Do you get it?) This is your company’s image you are
branding!
2. Reply to All: Use this button with discretion! You need to carefully think about whether “all” really need to be aware of your
reply to conduct business.
3. Clean Up Emails Before Forwarding Them. Forwarding emails is a great way of sharing ideas, but make sure the original idea
is not hidden and is to be shared by all recipients.
4. Talk About One Subject per Email Message Only. Help make the world less confusing. Try to talk about one subject per
message only. For another subject, start a new email.
5. Comma, colon, hyphen and semicolon — all exist for a reason: they make it easier to understand the intended meaning of a
sentence. Don't make life more difficult and possibly less interesting for the recipients of your emails. After any punctuation
mark, you must enter a space.
6. Acronyms like FYA & FYI are to be used Only with colleagues. You can’t send FYA for a colleague with a higher designation.
FYA is sent when an action is required. FYI is sent when no action is required. Preferably, no other acronyms are allowed to be
used.
7. The below formatting is absolutely not allowed to be used in e-mails:
• Writing an e-mail in ALL CAPS or red color or in Bold: this means you are shouting to the recipient.
• Use of exclamation marks(s) shows irony from the recipient.
8. Always write your e-mail leaving the “To” & “CC” fields empty till the end. Proofread your e-mail one time before sending.
9. Ensure that if you are mentioning any attachments in the e-mail, they are already there.
10.Never send e-mails when you feel emotional. Postpone the e-mail in order to ensure its professionalism.
Dr. Mohammad Hamid
03/10/16

6. September 15-21, 2016
Thank you
Dr. Mohammad Hamid
03/10/16