A concise description on how to write professional emails.

1. WRITING EMAILS

2. Writing Email
• Email is one of the most widely used forms of
communication both in and out of the workplace.
• Because of its speed and efficiency, you will likely use
email in some capacity no matter your role or industry.
• You can write professional emails for a variety of reasons.
For example, you might need to recap an important
meeting, exchange information, relay an important
update, or send a letter of introduction.

3. FORM AND CONTENT
Teaching email is difficult because there are no
standard rules. However there are certain
conventions that many people follow, yet you can
enjoy a lot of freedom to deviate from these
conventions.

4. FORM AND CONTENT
The form and content of email is quiet similar to
letters, so we will be able to apply most of the
knowledge that we have already learned while
discussing writing letters.

5. Six Steps for Writing Professional
Emails
1. Identify your goal: Before you write an email, ask yourself what you
want the recipient to do after they’ve read it.
2. Consider your audience: When you compose an email message,
make sure your tone matches your audience. For example, if you’re
emailing a business executive you’ve never met, keep the email
polished and free of any jokes or informalities.
3. Keep it concise: Your audience might have little time to read through
your email, so make it as brief as possible without leaving out key
information.
4. Proofread your email: An error-free email demonstrates diligence
and professionalism.
5. Use proper etiquette: Include a courteous greeting and closing to
sound friendly and polite.

6. PARTS OF EMAIL
1. To Address
2. CC (carbon copy)
3. BCC (bi-carbon copy)
4. Subject Line
5. Date
6. Salutation
7. Opening
8. The Body
9. Closing
10. Signature Block

8. HOW TO WRITE AN EMAIL:
STEP-BY-STEP
1. Write appropriate email addresses in the “To” address
space.
2. Write the subject of the email: Be sure that the subject aptly
explains the purpose of the email. Always write a subject line
that is informative, direct and short.

9. • Use sentence case, not all caps in the subject line.
Eg: Request for replacing computer
Application for the post of Engineer
3. Date: Write the date at the very beginning itself.
Eg: 21 March 2020
4. The Greeting (Salutation): Always open your email with a
proper salutation.
Eg: Dear Sir,
Dear Mr. Prasad,

10. 5. The Opening : State your purpose in the opening sentence.
Don’t write a long introduction.
Eg: I am writing to enquire about …
I am writing in reference to …
This is in response to your advertisment…
6. The Body : Write exactly what you want, in an email as short
as possible. Try to reduce your email in one or two paragraphs.

11. 7. The Closing: Courtesy is always important, no matter how
short the email is. It is the last line of your email that goes
before your signature and should wrap up your message.
For more formal emails:
I look forward to speaking with you on Wednesday. Thanks again
Yours sincerely,
Yours faithfully,
Use a professional closing:
Best regards,
Sincerely,
Thank you,

12. 8. The Email Signature: A professional signature makes it
easy to contact you. It often contains:
➢full professional name
➢ job title
➢business phone/fax numbers
➢street address
➢business website, if any

14. JOB APPLICATION
21 March 2020
Dear Manager,
I saw your job posting for a graphic designer in the ABC site. I wish to apply for the
position advertised.
I have extensive experience in the planning and design of all graphic-related projects.
In my position as ___ for ___ Company, I was part of several projects for website
design, the company intranet portal, product brochure design, print and media
advertisement as well as newsletters for our customer subscribers.
Attached is my resume; these are some sample websites that I designed:
I look forward to hearing from you. Thank you for your consideration.
Best Regards,
Your complete name
Your company address
Your phone number

15. SAMPLE QUESTIONS
1. You had purchased a laptop computer through an online marketing
site. You find that the product is not of the specifications you had
asked for. Send an email to the customer care requesting for a
replacement.
2. John after completing his diploma in mechanical engineering wanted
to join ABC Company, Mumbai. He decided to send an email to the
HR Manager presenting his candidature for the post of supervisor.
Help him draft the email.

16. To
Subject
Date
Salutation
Opening
Body
Closing
Signature

17. Thank You