Main components of an email
HeadlineGreetingBody of the email
Purpose / IntentionFuture action(s)Closing
Signature
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)
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.
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.
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.
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’
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.
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