This document provides guidance on writing professional emails. It discusses best practices for email subject lines, greetings, bodies, closures, and signatures. The key recommendations include making subject lines specific and to the point, using simple greetings like "Hello" or "Good morning", writing clear and concise body paragraphs that introduce the purpose and provide necessary details, and closing emails with expressions of thanks or requests for follow up. Signatures should include the sender's name, title, contact details, and company information. Overall, the document stresses keeping emails well-structured, grammatically correct, and focused only on essential information.

1. PROFESSIONAL EMAIL WRITING
Do's and Don'ts
WORKSHOP-1
21October 2020
-Presented by Padma Akula

2. Welcome and Introduction
We are going to discuss how to write professional email be it
addressing the clients or internal team.
• The subject line
• Greetings
• Body
• Closure
• Signature
Let’s get started

3. Before we start
Let us discuss a little about our Basic Grammar
• The first letter of every sentence should start with uppercase.
• Nouns always begin with uppercase even when they come in between a sentence.
• Each paragraph must be separated by a line.
• There should be a space followed by full stop.

4. Email subject line
• Email subject line should give the essence of your email
content.
• This one line of text can often determine whether an email is
to be opened or not to be opened or sent to trash.
• Good email subject lines can make a powerful impact on your
readers.
• Make the subject line specific, simple, and to the point.

5. How to write email subject line
Email subject line should be simple and straight to the
point, here are few examples
If you are addressing to the client
● Proposal for ABC ltd
● Digital marketing report for ABC ltd
for October 2020
● Action items for ABC ltd app Phase-1
● Inquiry for website development
project
● Query Regarding the Missing
Information in the Document
If you are addressing to your team
● Leave request/application
● Allocation of work
● Action items for October
● Sharing best practices

6. Hi <First name>,
Hello <First name>,
Dear <First name>,
Good morning/afternoon/evening <First name>,
You may also use Mr./Miss./Mrs./Ms. as salutation.
Followed by
● Firstly hope you are having a good day!
● Hope you enjoyed the weekend!
● Hope you’re doing fine!
● Hope you’re having a great week!
are few examples of greetings.
Email greeting

7. The most important and informative part of the email. Follow a certain pattern
when writing the body of your email.
● The opening paragraph should set the tone and reason for your email.
Introduce yourself if you are a stranger to the person you are writing to,
and jot down why you are writing to them.
For example: You can begin with
➢My name is Abc, and this email is with reference to Xyz.
➢This is with reference to the marketing budget as discussed in the
meeting.
● Elaborate on your concern, question, or response as comprehensively as
possible. Write in a way that is easy to understand, but at the same time,
do not lose your point in providing unnecessary information. Say only what
is required.
Email body

9. The closing of the email should also support the nature of your email. For
example:
● Hope to have an answer from you soon
● Looking forward to hearing from you soon
● Hope I have sufficiently answered your query/doubts
● We look forward to hearing from you soon
● Thank you in advance
● Kindly revert in case you need any further clarification on the same
● Please let me know if you have any questions
● Thanks for your attention
Email closure

10. Signature tell the reader who you are…..
We have an option to set the signature in Zoho. Here is what an ideal
email signature contains:
Closing greetings
(Thanks and regards, Thanks, Regards etc...)
Name and surname
Job title
Your contact details (Phone number, Skype ID etc..)
Details about your company (Name, location, website..)
Email signature

11. Few more tips!!
● Better don't use “Whomsoever it may concern”
● Use bullet points to write your email
● Avoid don't use varied fonts and colors
● Make sure the spacing is perfect
● Failing to attach the document after you mentioned in the body of your
email
● Better set a “Undo send” option in Zoho, so you have a chance to correct
any mistakes after the email is sent out. (Within the time limit that we set
up)
● Avoid spelling, grammar and punctuation mistakes, and the best to deal
with it is to install Grammarly Extension.

12. THANK YOU
Hope you found this
session useful!