Mastering
Email Writing
Skills
Learning Objectives
● Understand the structure of a
formal email
● Distinguish between formal and
informal email language
● Write clear and concise subject
lines
● Craft a professional email
signature
● Apply common email etiquette
and best practices
Structure of a Formal Email
A formal email typically includes:
● Subject Line: Brief and to the
point
● Salutation: A polite greeting
● Body: Clear and structured
content
● Closing: A courteous sign-off
● Signature: Professional
contact details
Formal vs Informal Language
Formal Language: Informal Language:
● Polite and respectful ● Casual tone
● No contractions ● Contractions
● Full sentences ● Slang and abbreviations
Crafting Effective Subject Lines
Tips for writing subject lines:
● Be Specific: Clearly state the
email's purpose
● Be Concise: Use as few words
as possible
● Use Keywords: Highlight
important terms
Activity: Subject Line Practice
Write a subject line for the following
scenarios:
1. Requesting a meeting with a
supervisor
2. Submitting a project report
3. Thanking a colleague for their
help
The Art of Email
Openers
● Acknowledge the reader before main
message
● Can be omitted in chains with close
colleagues
● Signals professional rapport
● How do you usually open your emails?
Creating a Professional Email Signature
Components of a professional
signature:
● Name: Full name
● Position: Job title
● Contact Information: Phone
number, email
● Company: Company name and
website
● Optional: Social media links
Writing an Effective Email Body
● Have a clear and specific purpose
● Keep it concise - 3 to 5 lines ideal (Para)
● 3-5 paras
● Focus on key information
● Why is brevity important in email communication?
Choosing the Right
Email Closing
● Part well with a friendly sign-off
● Tailor to the relationship
● Common closings: Thanks, Best,
Regards, Sincerely
● What's your go-to email closing?
Common Email Writing Mistakes: Omitting Oxford Commas
● Can lead to confusion
● Generally a good idea to use in emails
● Helps avoid miscommunication
● Can you think of a sentence where an Oxford comma is crucial?
Common Email Writing
Mistakes: Hedging
● Makes you sound less confident
● Can undermine your writing
● State ideas directly, then explain
reasoning
● How might hedging impact the reader's
perception?
Common Email Writing Mistakes: Long and Unclear Copy
● Most people skim long emails
● Hard-to-follow sentences reduce response likelihood
● Keep it concise and focused
● End with clear call to action
● Why do you think brevity is challenging for some writers?
Common Email Writing
Mistakes: Inappropriate
Tone
● Balance between formal and casual is key
● Consider relationship with recipient
● Take social cues from previous
communications
● How does tone affect your perception of
an email?
Common Email Writing Mistakes: Overusing Clichés
● Can make readers tune out
● Examples: "Please find attached," "Thank you in advance"
● Use phrases with clear purpose
● What email clichés do you encounter frequently?
Common Email Writing
Mistakes: Word Repetition
● Can make readers lose interest
● Common repeats: only, account, like,
always, issue
● Read aloud or use text-to-speech to catch
repetition
● How can repetition impact the clarity of
your message?
Common Email Writing Mistakes: Robotic Language
● Emails should sound like the person writing them
● Avoid outdated, overly formal phrases
● Write as if speaking to a friendly acquaintance
● What makes an email sound "human" to you?
Common Email Writing
Mistakes: Overusing
Exclamation Points
● Can be harmful in certain contexts
● Limit to 1-2 per email with colleagues
● Most common with: Thanks! Thank you!
Have a great weekend!
● How do exclamation points affect your
perception of an email?
Email Etiquette and Best Practices
Be Be Clear Be Timely
Respectful ● Keep messages ● Respond
● Use polite concise promptly
language ● Use bullet ● Acknowledge
● Address points for receipt of
recipients clarity emails
properly
Activity: Email Etiquette Check
Review the following email and
identify etiquette breaches:
● Lack of greeting
● Overly casual language
● Missing signature
Next-Level Move: Think Positive
● Negative or neutral emails can be misinterpreted
● Tone and intent can be lost in writing
● Be careful with critiques or concerns
● How can you ensure a positive tone in your emails?
Next-Level Move: Strike
the Right Tone
● Personalize each email for the recipient
● Do proper research on the contact
● Consider recipient's communication style
● Why is personalization important in
professional emails?
Next-Level Move: Timely Follow-Ups
● Wait at least 24 hours before following up
● Avoid sending follow-up requests too quickly
● Consider the recipient's workload and schedule
● What's your strategy for following up on important emails?
Next-Level Move:
Make it Scannable
● Use bold font, bullet points, underlines for
key info
● Break up text into easily digestible chunks
● How does email formatting affect your
reading experience?
The Goal: Effective Communication
● It's not about perfection, but clear communication
● Focus on conveying your message clearly and professionally
● Remember: you're two people communicating
● What's the most important aspect of email writing for you?
Proofreading and Editing Emails
Steps for effective proofreading:
● Read Aloud: Catch awkward
phrasing
● Check for Errors: Spelling and
grammar
● Ensure Clarity: Message
should be clear
Activity: Proofread This Email
Proofread the following email and
correct any mistakes:
● Spelling errors
● Grammar issues
● Clarity improvements
Lesson Summary and Review
We've covered:
● Formal email structure
● Differences between formal and
informal language
● Writing effective subject lines
● Crafting professional email
signatures
● Email etiquette and proofreading
Reflect: How will you apply these
skills in your emails?
Apply Your Email Skills
Now, compose a formal email to a potential
employer expressing interest in a job opening. Focus on
utilizing the formal structures, language, and
etiquette covered in this lesson. Pair up with a
classmate and provide feedback on each other's
emails. What aspects did you find effective, and what
improvements can be made?
