Writing an official email

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Information about Writing an official email

Published on October 12, 2014

Author: jomypnt

Source: slideshare.net


Writing an official email

1. Writing an Official Email

2. Contents  Introduction  Framework of an Email- ‘4 point plan’  Example  DO’s and DONT’s

3. Introduction Many communications are short and routine. You can write or dictate them without any special thinking/preparation. However, we need planning for any small email.

4. Framework- ‘4 point plan’ This 4 point plan provides a useful but simple framework for structuring all written communications: 1. INTRODUCTION (Background and Basics) 2. DETAILS (Facts and Figures) 3. RESPONSE or ACTION (Conclusion) 4. CLOSE (A simple one-liner)

5. 1. Introduction ‘Why are you writing? ‘ • It is Mandatory to have a meaningful Subject Line in all emails. • In the body of the email, set the scene- Maybe refer to a previous letter, contact or document.

6. 2.Details • Use professional formalities like – Please, Sorry, etc. if necessary. • Provide all relevant details shortly. Separate into paragraphs, if necessary. Ensure logical flow. • Do not make demands. • Spell-check your message. • If your message includes a request, always close with a thank you to the recipient for considering it.

7. 3.Response and Action Action the reader should take. Action you will take. Give a deadline if necessary.

8. Sometimes all that is needed is a simple one-line closing sentence. 4.Close

9. Sample ________________________________________ From alphaparticipant@gmail.com Date 14:10:03 12:30:45 To pmo@tecmahindra.com CC Subject Time Sheet Approval Pending Anna, I am Name (U10000), from (company name). This email is regarding my time sheet approval. <- Intro I had submitted my timesheets wrongly. It was rejected by my coach George and I have re-submitted now. <- Details Can you please approve it again? <- Action Apologies for the inconvenience caused. <- Close Thanks in advance and Regards, Name Company name

10. DO’s  Answer swiftly.  Use proper structure and layout.  Read the email in recipient’s perspective before you send it.  When you mention about yourselves, ‘I’ is used in capital letter everywhere.  Start a new sentence with Capital letter.  Try to talk only positive things in email.

11. DO’s  Take care with abbreviations and emoticons. Short messages (How r u) are also inappropriate.  When you receive an email click "Reply" instead of "New Mail”. That will help understand the continuity of contents. Don't leave out the message thread.

12. DONT’s  Do not overuse "Reply to All"  Do not attach unnecessary files.  Do not discuss confidential information in group emails.  Do not write in CAPITALS only: IF YOU WRITE SO, YOU ARE SHOUTING.  Do not use more than one ‘?’ (Question Mark). ‘?????’ means interrogating??.

13. DONT’s  Do not copy a proprietary message or attachment without permission.  Do not use biased language – gender, race, religion and politics.  Do not add any client information, even internally, unless instructed.  Do not mention negative at all in emails.  Do not reply to spam.

14. Thank You…

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