Drafting emails

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Institute of Management Studies

Drafting E-mails

-Business Communication-

Institute of Management Studies

Drafting E-mails

-Business Communication-

Ms.AyushiVyas (Faculty-Business Communication)

Sanjay SinghVicky PathakGirish KukrejaJoydeep Kujur

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“Basic E-mail Etiquettes”

1. Clear Subject Line.2. Easy to categorize.3. Keep content of message

relevant.4. Remember to change the

subject line when changing the topic.

5. Do a self review and if possible, get it reviewed by peers.

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Basic E-mail Etiquettes contd.

6.Check whether message needs to be replied to all.

7.Misaddressed recipients e.g. Ramesh@xyz.com , Ramesh1@xyz.com

8.Generally accepted e-mail jargons 1- fyi – for your information 2- fyia - for your information and action

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Agenda1. Addressing2. Subject Line3. Message Text4. Signature Line5. Attachments6. Style7. Managing Email

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Addressing• Limit to who really needs to know.• Make it clear in text who has

action and who is info addressee. • Use BCC to protect Email

addresses unless everyone knows each other.

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Addressing (contd.)• Use address book with mail groups

& validate often.– Use auto fill as many addresses can

be similar– A template message can be saved as

drafts which is used often for different recipients e.g. Birthday Wishes.It can be edited as per the requirement.

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Addressing (contd.)• Informal Communication before

Formal Communication.• Fill in addresses last to avoid

sending an incomplete Email by mistake.

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Subject Line• Headline (think newspaper).• Make it easy for recipients to

triage your Email and find it later.• Don’t “Reply All” to a message to

grab addressees without changing subject.

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Message Text• Keep the message focused and

readable.• Keep it short.• Use short, respectable ,positive

sentences in active voice.

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Message Text (contd.)• Identify yourself clearly to cold

contacts.– Hello, I am…The reason I am

writing…– Hello, so-in-so suggested I contact

you…• Write in standard professional

English with correct spelling.

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Attachments• Use sparingly.• Cut and paste relevant parts of

attachment into text of Email.• Check attachment before clicking on

‘Send’

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Signature Line• Include (if you want people to contact

you)– Your name– Designation– Team Name– Organization– Email address – Phones/Extension– Location

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Signature Line (contd.)• Keep only relavent details like ,

mailid, designation,team and location.

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Style• Threads

– Multiple replies can get out of hand, but continue them to maintain the tread.

– When they start to drift start a new thread with explanation.

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Style (contd.)• Forwarding stuff, e.g., chain letters

– Avoid; annoys most people.– Use BCC to hide your address list.

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Managing Email• Organize Email into folders. E.g.

Friends, Family, Office , HR , Operations etc.

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Managing Email (contd.)

• Deleting / Archiving Inbox Messages

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Managing Email (contd.)

• Use “out of office” agent when away.

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Example

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T.H.A.N.K. Y.O.U

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Questions and Comments?