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Email Writing

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107 views2 pages

Email Writing

tips

Uploaded by

sangeeta chandra
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Email Writing

How to Write an Email?


Email writing is an essential part of professional communication. It is not easy to get people to respond to your
emails if they do not feel interested in your message or proposal. This is exactly the reason why you should
learn to write good emails. Be bold. Get to the point right away. The best email communication is the one that is
simple and clear.
There are a few tips you have to keep in mind when you sit down to write emails. Emails can be casual or
professional, just like informal and formal letters. The format of the email changes according to the kind of
email you are writing. However, accurate grammar and spelling are aspects that are to be taken seriously.
When you start writing an email,

 Make sure you type in the right email id. Always check with the receiver for the exact email
address because even a full stop that is not part of the email address can land your email either with
the wrong person or the mail would simply bounce.
 The Subject line is the next most important factor you should carefully consider because that is the
first thing anyone receiving the email would see. It also determines if the receiver would want to open
the mail. ‘The from line is what recipients use to determine whether to delete an email. The subject line
is what motivates people to actually open the email.’, said Loren McDonald. Spend double the time
you spend on drafting the body to draft the subject.
 See to that your Salutation or Greeting is appropriate to the receiver/s. The greeting builds a rapport.
 The Body of the email states what the email is about. Be clear with what you want your receiver to
know. Make sure you have everything you want to convey drafted in simple terms. Do not use
colloquial language or long unwinding sentences. Try not to repeat words or use clichéd terms. Make
your message positive, even if you’re turning down an offer. If you have to follow, do it before they
remind you to. Keep it short. Use standard font style and size. Do a final spelling/grammar check/proof
read.
 Finally, Sign off the email on a polite note and proofread it before hitting send. The closing should feel
genuine; only then will the receiver want to respond.

Informal Email Writing Format Samples


Email expressing your appreciation
To: Recipient’s email address
Subject: Congratulations!
Dear (Name),
My heartfelt congratulations to you. I was glad to see your name on the merit list. All your efforts were definitely
not in vain. I bet everyone at home is so proud of you.
You have truly honored the family name, and I am happy that you would get to take up the course in
architecture which you had been waiting for. I am waiting to meet you in person to convey all my love and
appreciation.
Convey my regards to uncle, aunty and grandpa.
Regards,
Your name
Formal Email Writing Format Samples
Email on seeking information regarding course details
To: Recipient’s mail id
Subject: Regarding Course Details
Dear Sir,
I have passed the B.Sc. degree examination with Electronics as the main subject. I intend to have a course in
Computer Science and would like to know the details of the courses taught at your institution. Could you please
send me a copy of your prospectus?
Yours faithfully,
Your name

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