- Email is a quick way to communicate in writing over electronic systems and has become a major form of modern communication, especially in business by allowing messages to be sent and received over great distances at high speeds. - Email messages should be concise, with 4-5 paragraphs at most to get the message across in the shortest possible space. - Proper spelling, grammar, capitalization, and punctuation are important in email as they show attention to detail and professionalism, just as you would use in a formal letter. - The "cc" and "bcc" fields should be used courteously to include people who need to know about but not act on the contents of the email.

1. WRITING AN EMAIL

2. E MAIL
An E-mail, or electronic mail, is a store and forward method
of composing, sending, storing and receiving messages over
electronic communicating systems. It is the quickest way of
communicating in writing.
Email writing has become a large part of modern
communication, particularly in business. The world has
become much smaller now that we have the ability to send
and receive email messages over great distances at an
incredible s peed.

3. How much should one write in an email?
Email is meant for quick, simple
communication. It should have roughly 4 or 5
paragraphs at the most. One has TO get the
message described in the shortest possible
space.

4. Does spelingand grammar
matter?
Poor spelling and grammar show a lack of attention to
detail and send the wrong message about yourself and
how you do business. You wouldn't send a letter that
was poorly punctuated and uses no capital letters -
why not make sure your email messages look
professional too?

5. CC And BCC
There is a certain etiquette with email,
especially in the use of the carbon copy
and blind carbon copyfields. It is
courteous to add addresses to the 'cc'
field if those people need to know about
the subject but are not required to act on
the contents.

6. WRITING
Start with salutation.
Write in short paragraphs.
Use capitals appropriately.
Sign off the E Mail
Use yours sincerely, best regards or kind regards.
Use sensible E Mail signature : Do include your name ,
email address, telephone number and postal address.

7. E Mail messages contain two
major sections:



8. Approaching E-Mail.
Subject:
It gives a context to the message.
It should be short and not a complete sentence.
It should provide a clue to the content of the
message.

9. Approaching E-Mail.
Beginning:
Dear Sir or first name of the person.
Start with greetings.
When replying to the message, thank you for
your message/ received your message.

10. Approaching E-Mail.
Tone:
Please let me know (when you expect a reply).
Please/Kindly indicate (when you need help).
Do not use capital letters.

11. Approaching E-Mail.
Paragraphs:
It gives a context to the message.
It should be short and not a complete sentence.
It should provide a clue to the content of the
message.

12. DO’S
Use an informative subject line,
Which says what the email is about.
Write the most important information first.
Use numbers and bullet points to make the message clearer.
Use simple grammar. Avoid things like the passive.
Write short sentences.
•

13. DON’TS
Write hello as your subject line.
Write about irrelevant issues.
Give personal information that you don’t want anyone else
to know. (The Email could end up in the wrong hands)
Use capital letters to write whole words as in emails, this is
considered shouting.

14. DON’TS
Use Italics .
Use exclamation marks.
Use acronyms like BTW for the same reason.
Use smileys. They may be misunderstood and come across as
unprofessional.

15. DON’TS
Use abbreviations like coz and uni, as the recipient may not
understand them.
Use different fonts in the email (the recipient’s computer
may not be compatible)

16. THE END