This document provides guidance on effective email writing. It discusses important elements like the subject line, "To", "Cc", and "Bcc" fields. It recommends starting the email body with a greeting and the reader's name. The critical information should be in the first paragraph. Closing remarks should thank the reader and request feedback. "Do's" include proofreading, using proper grammar, and keeping the client informed. "Don'ts" are using abbreviations or informal language. The document was prepared by Ms. Mali Sunayana for communication skills training.

1. Writing, to me, is simply thinking through my fingers.
- Issac Asimov
UNIT-Iii
UNIT-Viii
Prepared By:-Ms. Mali Sunayana M.
Asst.Professor
Subject:- Communication Skills
Sahyadri College of Pharmacy, Methwade, Sangola
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2. Subject Line
 Subject Line - keep it short and simple
 Reader should know what’s inside even without
opening
 Very important section of any email
 Start with project acronym. For eg;) CKC,
BBFarm, TCS
● Use Follow Up: for follow up emails 2
Prof.Mali Sunayana

3. To - CC - BCC
 To - ensure you address to the correct
person(s) while composing a new one and
replying
 Cc - copy emails to necessary workersand
managers
 Bcc - use it only inneed
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Prof.Mali Sunayana

4. Body - Big Start
 Hello/Dear/Hi
 Use Dear with first name of the person
 Use Dear with Mr./Ms./Mrs. and family name
 Use the addressee name or team name to start with
 Don’t just start with Hi, as it looks odd
 Just mention name in continuous emails
● Eg:- Mathews, Michelle,
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Prof.Mali Sunayana

5. Body - Big Start
 Eg:- Hi Mark, Hi Nexcess Team, Hi Payodians
 Eg:- Mathews, Michelle,
 Full name: Fred Alen
 Use: Dear Mr. Alen / Dear Fred / Hi Fred
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Prof.Mali Sunayana

6. Body - Begin with a greeting
 Begin with warm wish for the day
 Just a note on their last weekend
 Festival or holiday
 Ask if they are well
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Prof.Mali Sunayana

7. Body - greeting phrases
 Good morning/afternoon/evening
 I/We hope you had a great weekend
 I/We hope your christmas brought loads of joy
and peace.
 I/We hope you are doing well/great
 I hope this email finds you in good shape
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Prof.Mali Sunayana

8. Body - Critical part
 Vital information goes first
 Keep your language clear and understandable by the
reader
 Use separate paras for different topics to avoid lengthy
one.
 First time - brief about you
 Sound polite
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Prof.Mali Sunayana

9. Body - Critical part - Samples
Acknowledge the
email if it will take
more time to get /
complete what is
asked for
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Prof.Mali Sunayana

10. Closing Remarks
 Ask for queries
 Ask for help/support
 Inform that you are waiting for the reply/feedback
 Thank the reader
 Ask sorry for being late
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Prof.Mali Sunayana

11. Closing Remarks - Phrases
 Please let us/me know if you have any further
questions
 We would be glad to assist you if we can be
of any further help.
 We look forward to hearing your
feedback/approval.
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Prof.Mali Sunayana

12. Closing Remarks - Phrases
 Thank you for your patience and cooperation
 Thank you for your consideration
 If you have any questions or concerns, don’t hesitate to let me
know
 We will wait to hear back from you on the
estimate.
● Sorry for the inconvenience
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Prof.Mali Sunayana

13. Closing Remarks - Sample
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Prof.Mali Sunayana

14. Closing Remarks - Sample
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Prof.Mali Sunayana

15. Closings
 Use a formal closings
 Use this to convey thanks or respect
Eg:- Regards, Best regards, Thank you
 Don’t use same closing for all emails
 Avoid using thanks to client communication as it’s
informal use thank you instead
 Your name - How you want to be addressed?
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Prof.Mali Sunayana

16. Email Writing - DO’s
 Reply/acknowledge and then work
 Reply to all emails addressed to you
 Be polite always (never write an email in anger)
 Proofread at least once by yourself/colleague
 Received login info - verify before reply to save some time
 Use proper Grammar
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Prof.Mali Sunayana

17. Email Writing - DO’s
 Use Date/Timezones
 Keep the client informed on the status
 Faults - admit it first
 Include a signature (3 liner) while writing to
companies to look more professional
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Prof.Mali Sunayana

18. Email Writing - DON'Ts
 Don’t use abbreviations, emojis and shortcuts
 Avoid informal words like yeah, wanna, gotcha
 Don’t use a word if you are unsure what it means
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Prof.Mali Sunayana

19. 1. A Text book of Communication Skills by the author Sambhaji K.
Budhavale Technical Publications Page No.8.1-8.5
2. https://pgims.hktechnical.com
3. www.google.com
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Prof.Mali Sunayana

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Prof.Mali Sunayana