“Effective Email Writing”

Presented by: Irfan Shersia

281 Billion Emails per day

Each person on the planet per day receives 36 emails

When to use email?
• There are multiple means to communicate, select the appropriate
one.
Email Phone or Message
For official notification For discussing issues
For sending proposal For quick response on patty issue
For seeking formal approval Reassurance of the matter
For creating official record For informal discussion
For creating retrievable record In emergency situation
For communication in mass Response needed after office hours
For circulating decision
For sending data & Information
Have better clarity on:
• The Objective of writing mail.
• The outcome expected
• Audience need
Be conscious while you mail:
- As your content is going in written format
Reader’s right interpretation is highly depend on the way you
communicate specially when it is written communication

रोको मत जाने दो
Reader may interpret it as:

रोको मत,
जाने दो l
OR Reader may interpret it as:

रोको,
मत जाने दो l
Make it simple:
• Use easy language, remain positive
• Draft it carefully, focus on tone
• Drafting should be in context to the receiver
• Use Active voice

“Swati mailed the report” “The report was mailed by Swati”

“your feedback would be much appreciated” “I would appreciate your feedback.”

“your request has been received” “I received your request.”

Be Specific:
• One email for one subject.
• Do not draft a mail like Meeting agenda or Minutes of meeting.
Choose Recipient with purpose:
• TO:
• CC:
• BCC:
How to structure an Email:
1. Appropriate Subject line:
• It’s like Newspaper headline:
• Grab attention
• Summarize the content
• Be clear, direct and describe the content of your email.
• Include what is expected, if required timeline as well
Subject: Meeting Subject: ERP Process review Meeting 25th Oct. 19

Subject: Report Subject: Sales review monthly report Sep-19

Subject: Purchase order Subject: Purchase order: 800 bags of 58 grade

cement – to be dispatched by tomorrow 23rd Oct 19
2. Right beginning:
Start with an appropriate greeting.
• The salutation and the opening sentence.
• Dear [First Name]
• Dear Mr./Ms. [Last Name]
• Hi
• Hey
• Spell their name rightly.
• Use formal greeting line (if it is formal mail)
• Greetings for the day!
• Greetings from ASCON!
3. Main body:
1. Give back ground or preface of the main matter / issue
2. Main proposal / offering.
3. Matter of concerns, dead line, expected quality, any does or
don’ts

• Emphasize on core content by:

• Highlighting the sentences
• Using colour
• Underline the sentences
4. Closing:
• Appeal for action / Expected outcome from recipient’s end.
• Closing greetings
• Signature
• Check correctness of your contact number
• Office address
• GST / TIN / PAN no. etc. of your organization.
• Address of your organization
• Hyperlinks of your website, email etc.
• Disclaimer / Warning / undertaking
Add a P.S.
• P.S. (postscript) is one of the most read parts of an email.
• P.S. refers to a sentence, phrase, or short paragraph added at the
last.
• It’s last-minute addition to the email.
Some Important Etiquettes
Be sensitive while:
• FW:
• Check appropriateness
• Anticipate the possible consequences
• No confidential or personal information to be forwarded without the
original sender
• Do not alter any content
• RE:
• Respond promptly
• The LIFO rule means “Last In, First Out”
• Follow OHIO principle “Only Handle It Once”
• Reply All:
• In case of any difference of opinion or counter argument, if required
remove the additional recipients from list.
Use Positive Approach
• Tell reader what you can do, not what you can’t
• Don’t be blunt

Quick reply from your end is expected We appreciate to receive your prompt
today before 5 pm response today by end of day.
Some important aspects:
• Don't over communicate by email.
• Keep the message focused.
• Be polite.
• Check your tone.
• Make it easy now to search in future
• Do not use all Capital letters
• Do not use abbreviation or slang
• Keep your message short and concise.
• Use standard fonts.
• Schedule your emails.
• Remember to follow up
Don’t forget below before hit Send:
• Spell check
• Grammar check
• Readout loudly for quick check of:
• Appropriateness of content
• Sentence formation
• Tone in context
• Avoid goof up.
• Check you have uploaded attachment
• Re check the participant list
Thanks!

- Irfan Shersia
Irfan.hrd@gmail.com