• Impact of an Email
• Stop, Think and Write
• Avoid ALL CAPS - Don’t Shout
• Specific is Terrific
• Maintain Courtesy
• Be Precise, Concise & Clear
• SPELLINGS
• GRAMMAR
• PUNCTUATION
• CAPITALIZATION
NO SPACE BEFORE and One Space After
• Comma, like this
• Full Stop. Like this
• Question mark? Like this
• Exclamation mark! Like this
• Colon: Like this
• Semi-colon; Like this
CAPITALISATION RULES
• First letter capital In every sentence
• Proper nouns
Subject: <Your Name> – Job Title, Job Reference Number (mentioned in Job Description)
Dear Mr./Ms. <Hiring Manager’s Name>,
This is with respect to a vacancy on your website for the position of ‘Software Developer’. I think I have the qualifications and
skills required for the same. I would like to present key highlights of my profile:
• Bachelor of Engineering (Electronics & Telecommunication)
• Strong command in software engineering across the latest platforms
• Interest and knowledge of in software coding and testing
• Knowledge of Languages: C#, AJAX, [Link], XML, HTML and Web Service
Kindly find attached my detailed profile for your consideration.
Looking forward for an interview call from you.
Sincerely,
<Your Name>
<Contact Number>
<Address>
• SUBJECT
• SALUTATION
• OPENING STATEMENT
• KEY MESSAGE
• CALL TO ACTION
• SIGNATURE
Subject: <Your Name> – Job Title, Job Reference Number (mentioned in Job Description)
1. Subject
Dear Mr./Ms. <Hiring Manager’s Name>,
2. Salutation
This is with respect to a vacancy on your website for the position of ‘Software Developer’. I think I have the qualifications and
skills required for the same. I would like to present key highlights of my profile: 3. Opening Lines
• Bachelor of Engineering (Electronics & Telecommunication)
• Strong command in software engineering across the latest platforms
• Interest and knowledge of in software coding and testing
• Knowledge of Languages: C#, AJAX, [Link], XML, HTML and Web Service 4. Key Message
Kindly find attached my detailed profile for your consideration.
Looking forward for an interview call from you. 5. Call to Action
Sincerely,
<Your Name>
<Contact Number> 6. Signature
<Address>
Write An Email To Your Bank Requesting A Duplicate Passbook
ORIGINAL SUBJECT REVISED SUBJECT
1. Request to issue a duplicate passbook 1. Request to issue a duplicate passbook for the
account number (1098765432)
2. Application for duplicate passbook. Act now!!! 2. Action requested to issue a duplicate passbook
(ACC NO) by 13th oct 2018
PROBLEMS: TIPS:
i. Include the deadline in your subject line & convey
i. Do not overuse exclamation mark to convey
the sense of an urgency.
urgency.
ii. Specify Date / Time / Numbers where ever possible
ii. Call to action details not mentioned(Acc no).
1
Sub: Mobile affecting regular work
Write an email to all in
your department regarding 2
new policy of keeping Sub: Stop Using Mobile in Office
mobile phones in locker 3
during working hours. Sub: New Policy Regarding Mobile Usage in office
4
Sub: New Policy for Increasing Customer
Satisfaction
• Dear Pratik,
• Dear Sir / Madam,
• Dear Neeta and Ramesh,
• Hello Ms D’souza,
• Dear Members of Committee,
• Dear Marketing Group,
• Dear Sales Team,
• Hi Sayyed,
• Hello Mr Patel,
• Respected Chairman,
• Allow me to introduce myself • It's great to hear from you
• How are you? • I'm eager to get your advice
• Hope this email finds you well on...
• I hope you enjoyed your • I'm reaching out about...
weekend
• Thank you for your help
• I hope you're doing well
• I hope you're having a great • Thank you for the update
week • Thanks for getting in touch
• I hope you're having a • Thanks for the quick response
wonderful day
• As promised, I'm...
• As we discussed on our call...
• Can you provide me with an update on...
• I'm checking in on...
• I'm getting back to you about...
• To follow up on our meeting...
• Focus on the most important points
• Provide specific details
• Information Email Vs Action Email
What is the ACTION
• Focus On End Result I want
the reader of this
• Mention Deadline email to take?
✅ Book the meeting room by tomorrow 11 am.
✅ Confirm the purchase order before this Friday.
✅ Send me the draft report by EOD today.
• Name
• Company Name
• Designation
• Phone Number(s)
• Address
• Website
• Social Media Links
IMPORTANCE
KEEP HER/HIM / TEAM IN LOOP
TIMELY CORRECTIVE ACTIONS
INCREASE YOUR VISIBILITY
WHAT TO INCLUDE
REGULAR SHORT UPDATES
TIMELY DETAILED UPDATES
TEMPLATE FOR JOB COMPLETED
Subject line — Task Completed — [task in brief]
Dear <FirstName>,
The task you assigned to me [task name] [details] was completed on [date].
[Include any other important information eg. challenges, further actions, deadlines, or resources
required.]
Thanking you.
Regards,
[Your name]
TEMPLATE FOR SHARING UPDATES
Sub: FYI — [Update Regarding] [further action, if any] [date/reference]
Dear <FirstName>,
Kindly find the following information/updates in this email / attachment <[Link]>.
The key highlights of this information/update/attachment are:
• Highlight 1 [the draft report]
• Highlight 2 [list of pending tasks]
• Highlight 3 [resource allocation]
These updates should help us in our further discussions / conversations / meetings / project.
Please let me know if you have any questions or would like more information.
Regards,
[Your name]
TEMPLATE FOR REQUESTING MORE TIME
Sub: Request for Extension [project name/task] to [new deadline date]
Dear [FirstName],
The [name of task or project] [name of task/project] may take some more time to complete.
The new deadline, as per current situation, is [new date] and am confident it will be done this time.
This request is for the extension of deadline as [list reasons, e.g. other tasks in hand, more research needed etc.] / Sincere
apologies for not meeting the deadline and will make sure this does not happen again.
Just want to keep you in loop that this is already done. [list actions eg added resources / conducted review meeting].
Do let me know if you fine with this.
Thanks,
[Your name]
TEMPLATE FOR REQUESTING DETAILED INFORMATION
Sub: More Information required for [project / task name]
Dear <FirstName>,
In order to complete the [tasks/project name] some more details are required [ask specific questions].
• [More data needed]
• [The right contact]
• [Details of requirements]
The following information sources have already been used:
• [Annual Reports]
• [Media Articles]
• [Client Presentations]
A sincere request – if you could kindly send me detailed information so that we can speed up work on [project/task].
Thanks,
[Your Name]
TEMPLATE FOR THANKING HER/HIM
Subject line — Thank you for [be specific actions / support / resources / encouragement]
Dear <FirstName>,
Thank you for your support / encouragement / leadership with [project / task]. Your help with [exact action
by her/him] translated in [me learning something new, was able to do it more efficiently, or other specific
benefit].
It’s really my privilege that you paid attention to [this project/task] and devoted your time and experience
to support me which has helped me [become better at, meet the deadline]
Thanks,
[Your Name]
- I liked her advice.
- I liked her thought process.
- He has told he will come at 11 am.
- He is scheduled to come at 11 am.
- We have done the work.
- We have completed the work.
- My father has a shop.
- My father is in retail business.
- I want to give you a suggestion on this topic.
- I want to present my thoughts on this issue.
- We have achieved.
- We have accomplished.
- Its not possible to do.
- It may take a lot of time / resource than we have.
- If you want, I can finish this work by 3 pm tomorrow.
- I can meet your deadline of 3 pm tomorrow.
- Three people had come to inquire about our product.
- There are three potential customers.
- I have to complete this work by Tuesday.
- I have committed to complete this work by Tuesday.
- The way he talks and convinces is very good.
- He has excellent presentation and selling skills.
- When do you want to come?
- When would you like to come?
- I feel like doing this work.
- I am motivated to do this work.
- I have read this book.
- I have gone through this book.
- She is meeting the dentist tomorrow.
- She has a dentist’s appointment tomorrow.
- high time: long over due with respect to time
- let’s compare apples: compare similar things
- it goes without saying: something obvious
- keep me in the loop: keep me informed of the developments
- no margin of error: not to be allowed any mistakes
- on the right track: do a fine job
- once in a blue moon: happens very rarely
- out of the blue: surprising fact /action takes place from nowhere
- start from scratch: start from the very beginning
- take stock of the situation: review the situation
Sub: New Policy for Increasing Customer Satisfaction
Dear Team,
Greetings for the day.
This communication comes as the management has been consistently taking initiatives to increase customer satisfaction levels. Our company has been
known for the quality of training we provide and our customer satisfaction levels have always been high.
The last quarter customer satisfaction has dropped from 82.3% to 68.1% and one of the major contribution in the drop, according to more than 1,000
customers who were surveyed is the use of personal phones by employees during working time. There are many reported instances where the wait time of
customers increased by whopping 10 times.
The management has framed a policy for all to keep their mobile phones in safe lockers at the reception with effect from November 1, 2020.
We also understand that it may cause some inconvenience to many. Here are some of the highlights:
• Team members can access their phones during lunch time
• You are free to share the reception desk number with your near and dear ones
• The company takes full responsibility of taking full care of your mobile phones and privacy.
You have contributed a lot in the growth of the organization and we are sure you will co-operate with this new policy.
In case you have any questions, feel free to speak with your manager.
Regards,
Asif Khan
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