The document outlines essential email etiquette for both personal and business communication, emphasizing the importance of clarity and structure. Key steps include using proper addressing (To, CC, BCC), a concise subject line, appropriate salutations, and a well-structured main message. It also highlights common mistakes and provides tips for crafting effective emails to ensure that recipients grasp the intended message.

2. What’s my purpose?
Am I organized?
Who am I writing this to?
It is important that whether for business
or personal use that you follow the basics
of email etiquette.
Email etiquette is important because it
is what makes an email important and
worth reading for the recipient. When
an email is poorly made and lacks
etiquette, recipients will only be
bothered by the email and will not be
able to grasp the idea or meaning of the
message. This is very important
especially when it comes to emails for
business purposes

3. How to write an e-mail?
STEP 1. To, Cc and Bcc
To
The people you are indirectly addressing.Cc
Bcc
The people you are directly addressing.
Same as Cc, but no one see this address.
The addresses in the 'Bcc'
are like 'Cc' except that the
addresses in 'To' and 'Cc' do
not know that the addresses
in the 'Bcc' are included in
the conversation.
Common Mistakes
 Some people have no idea that Cc exists.
 Few never read the names of the people
who receive a copy of an e-mail.
 Few just copy the mail to everyone in their
address book whether its relevant or not.

4. STEP2. Subject
Subject What the e-mail is all about.
When writing a
professional email,
it is important to
use a concise and
clear subject.
This field should
accurately reflects
the content of your
email.
Do not say "Hi".
 Do not be wordy.
 Do not respond
without giving context.
 Do not be vague or
general.
Be Specific.
 Be focused, clear &
informative.
 Summarize the message.

5. Examples of weak subjects
Examples of strong subject
 [blank]
 Hi, Hello, How are you?
 First line of the email message
 Words to avoid: Help, Percent Off, Reminder,
Free
 Invitation to the ABC Conference, Nov 2009
 Agenda for the meeting on Monday, 10am
 Party Invitation for John, Sally and Martin
 Updates on the building plans
 Meeting scheduled for Oct 15, Thursday @ 10am

6. STEP 3. Salutation
Use a proper salutation
 Addressing the recipient by name is preferred. Use the person's title (Mr. Mrs. Ms. or Dr.)
with their last name, followed by a comma or a colon.
 Optionally, you can precede the salutation with "Dear..." (but "Hello..." is acceptable as
well).
 Using a last name is more formal and should be used unless you are on first-name terms
with the recipient.
 If you don't know the name of the person you're writing to (but you really should try and
find one) use "Dear Sir/Madam" followed by a colon.

7. STEP 4. Ways to begin an email
Opening lines: Why do we need an opening line in a business letter or formal email?
- To give your introduction
- To make reference to previous correspondence
- To say how you found the recipient's name/address
- To say why you are writing to the recipient.
Examples of Opening Lines
With reference to your letter of 8 June, I ...
I am writing to enquire about ...
After having seen your advertisement in ... , I would like..
After having received your address from ... , I ...
I received your address from ... and would like ...
We/I recently wrote to you about ...
Thank you for your letter of 8 May.

8. STEP 5. Main Message
 Taking the time to communicate with clarity is time well spent.
 Complete, correctly structured and capitalized sentences that reflect proper
grammar and punctuation are crucial to your message.
 Typing in all lower case or all caps does not lend to easy communications and
gives the impression you are either lazy or illiterate.
 Review and spell-check every message before clicking Send.

9. STEP 6. Signature
 Keep your email signature short,
not more than 5 lines
 Use the standard email signature
delimiter.
 Sign with your full name.
 Write your job title
 You can also add any blog or
website belongs to you.

11. Things to consider before sending your email.
Take Another Look Before You Send a Message.
Do Not Default to "Reply All“.
Clean Up Emails Before Forwarding Them.
Talk About One Subject per Email Message Only.
Do not overuse abbreviations .
Do not send confidential information.
Use correct spelling and grammar.
Punctuation Matters; in Emails Too.

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