This document provides guidance on writing official emails. It outlines a 4-point framework for structuring emails: introduction, details, response/action, and close. The introduction should set the context, details should provide all relevant facts in paragraphs, response/action should indicate what the reader should do and any deadlines, and the close can be a simple one-liner. An example email applying this structure is included. Dos include answering swiftly, using proper structure, and only discussing positive topics. Don'ts include overusing reply all, unnecessary attachments, and negative or biased language.

1. Writing an
Official Email

2. Contents
 Introduction
 Framework of an Email- ‘4 point plan’
 Example
 DO’s and DONT’s

3. Introduction
Many communications are short and routine.
You can write or dictate them without any
special thinking/preparation. However, we need
planning for any small email.

4. Framework- ‘4 point plan’
This 4 point plan provides a useful but simple
framework for structuring all written
communications:
1. INTRODUCTION (Background and Basics)
2. DETAILS (Facts and Figures)
3. RESPONSE or ACTION (Conclusion)
4. CLOSE (A simple one-liner)

5. 1. Introduction
‘Why are you writing? ‘
• It is Mandatory to have a meaningful Subject
Line in all emails.
• In the body of the email, set the scene- Maybe
refer to a previous letter, contact or
document.

6. 2.Details
• Use professional formalities like – Please, Sorry,
etc. if necessary.
• Provide all relevant details shortly. Separate into
paragraphs, if necessary. Ensure logical flow.
• Do not make demands.
• Spell-check your message.
• If your message includes a request, always close
with a thank you to the recipient for considering
it.

7. 3.Response and Action
Action the reader should take. Action you will
take. Give a deadline if necessary.

8. Sometimes all that is needed is a simple one-line
closing sentence.
4.Close

9. Sample
________________________________________
From alphaparticipant@gmail.com
Date 14:10:03 12:30:45
To pmo@tecmahindra.com
CC
Subject Time Sheet Approval Pending
Anna,
I am Name (U10000), from (company name). This email is regarding my time sheet approval. <- Intro
I had submitted my timesheets wrongly. It was rejected by my coach George and I have
re-submitted now. <- Details
Can you please approve it again? <- Action
Apologies for the inconvenience caused. <- Close
Thanks in advance and Regards,
Name
Company name

10. DO’s
 Answer swiftly.
 Use proper structure and layout.
 Read the email in recipient’s perspective
before you send it.
 When you mention about yourselves, ‘I’ is
used in capital letter everywhere.
 Start a new sentence with Capital letter.
 Try to talk only positive things in email.

11. DO’s
 Take care with abbreviations and emoticons.
Short messages (How r u) are also
inappropriate.
 When you receive an email click "Reply"
instead of "New Mail”. That will help
understand the continuity of contents. Don't
leave out the message thread.

12. DONT’s
 Do not overuse "Reply to All"
 Do not attach unnecessary files.
 Do not discuss confidential information in
group emails.
 Do not write in CAPITALS only: IF YOU WRITE
SO, YOU ARE SHOUTING.
 Do not use more than one ‘?’ (Question
Mark). ‘?????’ means interrogating??.

13. DONT’s
 Do not copy a proprietary message or
attachment without permission.
 Do not use biased language – gender, race,
religion and politics.
 Do not add any client information, even
internally, unless instructed.
 Do not mention negative at all in emails.
 Do not reply to spam.

14. Thank You…