The document discusses best practices for writing emails, including that emails have four common parts (header, message, signature, attachment) and headers have four parts (from, date, to, subject lines). It provides examples of good and bad email content and structure. Specific guidelines are given, such as avoiding all caps, vague subjects, unnecessary attachments, long sentences, and informal language.

1. On Writing E-mailsOn Writing E-mails

2. What do the statistics tellWhat do the statistics tell
us about emails?us about emails?

3. Basic Questions andBasic Questions and
IssuesIssues

4. Are emails for external orAre emails for external or
internal communicatoninternal communicaton
purposes?purposes?

5. Do spelling and grammarDo spelling and grammar
matter in e-mails?matter in e-mails?

6. Are emails generallyAre emails generally
formal or informal?formal or informal?

7. What are the differentWhat are the different
parts of an email?parts of an email?

8. Four common parts of an emailFour common parts of an email
 HeaderHeader
 MessageMessage
 SignatureSignature
 Attachment.Attachment.

10. Four common parts of a headerFour common parts of a header
1. From line1. From line 3. To line3. To line
2. Date line2. Date line 4. Subject line4. Subject line

11. What do cc and bccWhat do cc and bcc
mean?mean?

12. What are some things toWhat are some things to
avoid in writing emails?avoid in writing emails?

13. What are some things to avoid inWhat are some things to avoid in
writing emails?writing emails?
1.1. Do not use all caps or all lower-case letters.Do not use all caps or all lower-case letters.
2.2. Do not write vague subject lines.Do not write vague subject lines.
3.3. Do not attach unnecessary files.Do not attach unnecessary files.
4.4. Avoid using long sentences.Avoid using long sentences.
5.5. Avoid using acronyms, abbreviations, or smsAvoid using acronyms, abbreviations, or sms
language.language.

14. Email Sample 1Email Sample 1
From:From: asantos@allied.com.phasantos@allied.com.ph
To:To: kdavid@allied.com.sgkdavid@allied.com.sg
Date:Date: Monday, 29 August 2012Monday, 29 August 2012
Re:Re:Banning FacebookBanning Facebook
________________________________________________________________________________________________________________________
Hi KarenHi Karen
I'd like you to look into the company's policies on the use of networking sitesI'd like you to look into the company's policies on the use of networking sites
such as Facebook, specifically:such as Facebook, specifically:
1. What are the current regulations regarding the use of Facebook in the1. What are the current regulations regarding the use of Facebook in the
workplace?workplace?
2. What are other companies like ours doing about employees who use Facebook2. What are other companies like ours doing about employees who use Facebook
in the workplace?in the workplace?
3. Can we introduce a ban on the use of Facebook and other networking sites in3. Can we introduce a ban on the use of Facebook and other networking sites in
this company? If we can, what procedure do we need to follow?this company? If we can, what procedure do we need to follow?
Could you please get back to me before next week's Senior Management meetingCould you please get back to me before next week's Senior Management meeting
on Monday, 5 September 2011.on Monday, 5 September 2011.

15. Reflection QuestionsReflection Questions
QuestionsQuestions
1.1. Do you think Allan is senior, junior, orDo you think Allan is senior, junior, or
approximately equal in position to Karen?approximately equal in position to Karen?
2.2. Which parts of the text indicate this?Which parts of the text indicate this?
3.3. Although it is not necessary for names to beAlthough it is not necessary for names to be
included in an e-mail (since they are written atincluded in an e-mail (since they are written at
the top), Allan has done this. Why?the top), Allan has done this. Why?
4.4. What are the examples of informal languageWhat are the examples of informal language
used in the e-mail?used in the e-mail?

16. Email Sample 1Email Sample 1
From:From: asantos@allied.com.phasantos@allied.com.ph
To:To: kdavid@allied.com.sgkdavid@allied.com.sg
Date:Date: Monday, 29 August 2012Monday, 29 August 2012
Re:Re:Banning FacebookBanning Facebook
________________________________________________________________________________________________________________________________
Hi KarenHi Karen
I'dI'd like you tolike you to look intolook into the company's policies on the use of networking sites such asthe company's policies on the use of networking sites such as
Facebook, specifically:Facebook, specifically:
1. What are the current regulations regarding the use of Facebook in the workplace?1. What are the current regulations regarding the use of Facebook in the workplace?
2. What are other companies like ours doing about employees who use Facebook in2. What are other companies like ours doing about employees who use Facebook in
the workplace?the workplace?
3. Can we introduce a ban on the use of Facebook and other networking sites in this3. Can we introduce a ban on the use of Facebook and other networking sites in this
company? If we can, what procedure do we need to follow?company? If we can, what procedure do we need to follow?
Could you pleaseCould you please get backget back to me before next week's Senior Management meeting onto me before next week's Senior Management meeting on
Monday, 5 September 2011.Monday, 5 September 2011.

17. How long should anHow long should an
email be?email be?

18. Email Sample 2Email Sample 2

19. Revised EmailRevised Email
Subject: Opportunity for Free TrafficSubject: Opportunity for Free Traffic
______________________________________________________________________________________________
Hi Tina,Hi Tina,
I’m writing on behalf of <web-url>. We make it easy for bloggersI’m writing on behalf of <web-url>. We make it easy for bloggers
to network with one another.to network with one another.
Our site gets X monthly page views, just having your website listedOur site gets X monthly page views, just having your website listed
in our network will expose it to many new readers.in our network will expose it to many new readers.
Here are some websites currently in our community: <list of relatedHere are some websites currently in our community: <list of related
and well known websites>.and well known websites>.
Joining takes less than 5 minutes and you’ll love the results:Joining takes less than 5 minutes and you’ll love the results:
<web-url><web-url>
Let me know if you have any questions.Let me know if you have any questions.
<name><name>
<company name><company name>
<site url><site url>

20. SummarySummary
 Emails are important tools for businessEmails are important tools for business
communication in the 21communication in the 21stst
century.century.
 Emails are different from other forms ofEmails are different from other forms of
communication as such they follow differentcommunication as such they follow different
rules and guidelines.rules and guidelines.
 Emails follow the 7 CsEmails follow the 7 Cs