Published on October 12, 2014
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 firstname.lastname@example.org Date 14:10:03 12:30:45 To email@example.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…
How to Write a Formal Email. If you're used to using email to catch up with friends, writing a formal Email might feel pretty foreign to you.
dear all i have problem with writing officail email , plz if it’s possible plz guid me. regards
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