EmailsEmails

Tips for writing professional emails

Main components of an email

HeadlineGreetingBody of the email

Purpose / IntentionFuture action(s)Closing

Signature

Email

The person’s email address

Email address of anyone else you want to keep in the loop

What is the email about?

Study the following:

Hi Erum,

I wanted to remind you about the strategy meeting we have scheduled next week.

Do let me know if you have any questions!

Best wishes,Shazia Kamran

Erum Aziz

re: Meeting

Headline

re: Meeting

Why is this a bad headline?When is the meeting?What time is the meeting?What is the meeting for?

Headline

re: strategy meeting scheduled 12/21/2001

Remember:Your headlines are very pertinent to your message.

Do not write vague subject headline.

Be very clear about the subject so the receiver knows before hand what the information is about without opening the email.

Note:

If you are writing to remind someone of a meeting then do not forget to mention the following:

TimeDateWhere?- Venue

Greeting

Starting off an email with the purpose seems abrupt, so always start with a greeting.

Emails have a slightly informal tone. However, it does not mean you become completely informal.

Greeting

Use titles (Mr. / Mrs. First and last names) for people you don’t know, or someone superior:

Dear Mr. Ali Shahzad, Hello Mrs. Rafiya Asim, Greetings Mr. Shahzad Shah, Good Morning, Ms. Saima Ali,

Note: use Ms. if you are unsure of their married status.

Greeting

Use first names for people you are familiar with:

Dear Ibrahim, Dear All, Hello Aisha, Hi Aatiya (on a friendly tone)

Greeting

To address a group:

Greetings All, Dear All, Good Day Team, Dear Colleague(s),

No no’s

Avoid the following greeting in a professional environment…

Dear Gorgeous, Howdy, Hey, Dear Sir or Madam, (too formal- it means that you

didn’t take the time to research the person’s name) To whom it may concern: (too formal)

Body of the email

Opening – state your purpose. I am writing to ask about…. I am afraid we have a small problem…. With reference to your phone call this morning,… As per our conversation last week,…..

Body of the email

Give details

Use short paragraphs Long paragraphs are not going to be read.Use bulletsRule of thumb- each paragraph should have no

more than 5-6 lines.

Body of the email

Tone

When we speak face-to-face, body language and vocal intonations give our words context. Whenever we communicate electronically, we don’t have those luxuries, and it’s extremely easy for a harmless phrase to be interpreted as a rude gesture.

Therefore, always keep the tone in mind.

Tone

Be polite and courteous.

Use embedded questions and statements when requesting something.

Embedded questions

Where is the workshop being held?

(- is too direct; therefore, it doesn’t seem as polite)

Can you tell me where the workshop is being held?

Can you send me the details of the workshop?

I was wondering if you could send me the details of the workshop being held on March 25th, 2013.

Body of the email

SentencesUse an Active voice instead of a Passive

voice

i.e. “We will answer your question immediately.” “Your question will be answered immediately.”

Kindly

When writing business emails avoid using kindly.Used for junior staff.has a negative connotation.

i.e.

Please send me the details on the lesson plans. (sounds more polite)

Kindly send me the details on the lesson plans.

Future actions

Closing

Your closing, while very important, is only the icing on the cake. It needs to be in line with the overall tone of your email to ensure that your message is received as intended and leaves no room for misunderstandings or incorrect perceptions.

Examples of closings

Best wishes,Warmest regards,Regards,Thanks again,Sincerely,Thank you for taking your time.Thank you!Thank you for your quick response.

Signature

Your signature is very important because it lets the receiver know how you can be contacted…

The signature should contain your: name designation email phone number

Attachments

If you add an attachment, draw attention to it with a comment.

i.e. Please find attached the report you requested.

Activity

• Spot the mistakes.

• Rewrite the email.

Dear Madam,

Hope u are well. I am writing regarding the SOT project’s deliverable for BSS -Sahiwal. Listed below, you will find the link to a 3-minute video to upload on TBT.

Thanks alot.

re: SOT

Shazia Khan

http://www.dropbox.s/k/wrksht20%rpgtgp.wvm?m.

IDENTIFY THE ERRORS

Is the subject clear? Is the spacing in the paragraph correct? Does it have a future action? Does it have the writer’s contact info? Does it have text language? i.e. ‘u’

Feedback

• Possible rewrite.

Dear Shazia,

Hope you are well.

I am writing regarding the SOT project’s deliverable for BSS -Sahiwal. Listed below, you will find the link to a 3-minute video to upload on TBT.

http://www.dropbox.s/k/wrksht20%rpgtgp.wvm?m.

Looking forward to seeing the video on TBT.

Regards,

Asiya IrfanSOT project coordinator-BSS Sahiwal125 ABC RdSahilwal, Pakistan0352-123-4566

re: SOT- BSS Sahiwal’s Video

Shazia Khan

Fatal mistakes

ALL CAPS IS CONSIDERED SHOUTING So is over punctuating!!!!!! Not using capitalisation or punctuation makes an

e-mail hard to read. Text messaging abbreviations are confusing.

i.e. are not r you not u

Avoid emoticons Avoid fancy details i.e. underlining or italics.

Before you hit the send button

Font size

Times New Roman, 12 point Arial, 11 point

Format

Spacing

Use blank lines between each paragraph to make it easy to read.

Grammar

Articles: the, a/an

I will have reports ready by the next week. I will have the reports ready by next week.

Capitalisation mr kasim’s visit Mr. Kasim’s visit

Punctuation Before going to the airport I will stop by the office. Before going to the airport, I will stop by the office.

Spelling: Spell names correctly!

Final Check

Subject: Is it brief and informative?Tone: formal / informal

Salutation: Is it appropriate?

Body: Purpose / details / future action

Closing

Signature

Thank YouThank You