This document provides tips for writing effective emails. It discusses that email is a preferred means of communication and must follow certain rules. It recommends spelling email as "e-mail" and notes there is no universally agreed upon spelling. The document then lists 10 tips for writing effective emails, such as knowing your audience, using a clear subject line, being brief, proofreading for errors, using appropriate formatting, being careful with attachments, understanding reply vs reply all functions, not oversharing emails, and re-reading before sending. Overall, the document offers guidance on writing formal emails that follow best practices.

1. Emails
Instructor: Masihullah Sabiry

2. E-mails
 E-mail or electronic mail
 Most preferred means of communication (formal and
informal)
 Sending an e-mail is quick, cost effective and
convenient.
 BUT like all correspondences, e-mail must follow certain
rules

3. Email or E-mail?
 How do you spell the short form of electronic mail?
 Is it without hyphen after ‘e’?
 Should this ‘e’ always be uppercase or lowercase?
 No universally acknowledged correct spellings!!!
 We recommend e-mail

4. Tips for Writing Effective E-mails
1. Know the receiver of your e-mail
2. Confirm the email address
3. Use an appropriate subject line
4. Be brief
5. Be careful with grammar and spellings

5. Tips for Writing Effective E-mails
6. Use appropriate formatting
7. Be careful while sending attachments
8. Know the difference between (reply) and (reply all)
9. Do not forward (indiscriminately)
10. Reread before you click the (send) button

6. Tips for Writing Effective E-mails
1. Know the receiver of your e-mail
 In many cases you may have not personally meet the
receiver.
 Thus, maintain the neutral tone in your message.
 Neither sound cold and dry nor too casual.

7. Tips for Writing Effective E-mails
2. Confirm the e-mail address
 A typical e-mail address: (
name@mail.com)
 The name is called the user name and
mail.com is the domain name.

8. Tips for Writing Effective E-mails
2. Confirm the e-mail address
 the sign ‘@’ (called under-the-rate or at) joins the
username with the domain name
 Most official emails are simple (employees name plus
company’s name)
 Be sure of the endings like (.com, .org, co.in, .edu…)

9. Tips for Writing Effective E-mails
3. Use an appropriate subject line
 Should be clear and precise
 Should state the theme of your message
Subject: Dates for the Debate Competition

10. Tips for Writing Effective E-mails
4. Be brief
 Readers of emails generally do not like
scrolling up and down while reading.

11. Tips for Writing Effective E-mails
5. Be careful with grammar and spellings
 Online communication cannot be taken lightly.
 In all formal situations people like:
 Well-ordered
 Error-free
 Always proofread before you send

12. Tips for Writing Effective E-mails
6. Use appropriate formatting
 Write an email like a formal note.
 Do not use all capital letters (it is considered as rude or
shouting)
 Do not compose your e-mail entirely in small letters.
 Be careful about bold, underlined, italicized

13. Tips for Writing Effective E-mails
7. Be careful while sending attachments
 Do not send big attachments unless necessary
 Try to compress the files when they are big.
 Always let the readers know that there is/are
attachment/s.

14. Tips for Writing Effective E-mails
8. Know the difference between (reply) and (reply all)
 Most email programs provide (reply) and (reply all)
features.
 You must know when to prefer one to another.

15. Tips for Writing Effective E-mails
9. Do not forward (indiscriminately)
 Some youngsters and even grownups have the
habit of forwarding messages.
 Not everyone enjoys receiving them.

16. Tips for Writing Effective E-mails
10. Reread before you click the (send) button
 You must not only reread your message for grammar
and punctuation or the correct address
 But, also for the tone
 For example someone writes an angry response to an
email (then regrets)
 It is sometimes advisable to sleep over an email before
responding to it