Effective Email Writing for the scholars as well as professionals

E-mail writing

1. Chapter 1: Objective Chapter 2: Importance of writing effective emails Chapter 3: Writing an email Chapter 4: Common concerns Chapter 5: Examples Chapter 6: Tips Contents Effective E-mail Writing

2. Objective

3. Share the principles that can be followed to enable effective email communication Discuss structure and components of an email Share guidelines to enhance email communication, do’s and don’ts while writing an email and examples Objective This session is aimed to:

4. Importance of Effective Email Writing

5. From: [email protected] To: [email protected] Cc: [email protected] Subject: Urgent Business Matter!!!!!!! My dear abc, A very goodafternoon! I am writing to you to introduce myself. I am a special sales rep. in your company only, but working right now in the other team. I have worked with other business in this area quite nicely and can be used by you as well.  BW, to tell you, I am in this area of sales for past 10+ years and will be really happy if you tell me if there is any opportunity/vacancy for me in your team. I am also sending my resume. See it and decide please. Cheers <XYZ> Examples Check the following email and identify errors: Mail ID, copying group mail ID unnecessarily, wrong subject line Wrong sign-off and incomplete signature Wrong salutation, casual content, clarity, organisation, many mistakes, use of emotion

6. Communication

7. Communication is the process of exchanging messages/information. It is a two-way process, and is open to interpretation. Communication Medium Verbal Visual Written

8. Writing an Email

9. Structure and Components of Email } } } Address Subject Line Body Area

10. Components of Email: Address Field Do not use a BCC in formal communication.

11. Components of Email: Address Field To Use ‘to’ field for primary person (s)/group from which you expect a response or want to convey information to. As a receiver, you are the primary person/part of group from whom a response is expected. CC Use this address field for all those who may be required to be informed about, however a reply is not mandatorily expected from them. As a receiver, you are just expected to be informed of what is going on and need to reply/intervene only if the situation demands. BCC Bcc is used for all those who just need to be informed, but need not to be involved until directly approached. Not usually recommended in a business communication. As a receiver, you need not to send a reply, until directly approached by the sender.

12. Components of Email: Subject Line Subject line conveys the gist of your email, hence be very careful while writing the subject line. Be meaningful and remember people trash email messages on just reading the subject line. Do not forget to mention the subject lines. Do not write very long subject lines as they may be truncated at times. Important, Read Immediately!!! Meeting Europe Presales team meeting tomorrow: confirm your availability Will all of us be available tomorrow? I need to schedule our team meeting…

13. Common Concerns

14. Common Concerns: Do’s and Don’ts Use formatting to highlight important items, but avoid over formatting. Read the email from the recipient’s perspective. Always follow a chain mail until the activity/action item is completed. Do not initiate a new mail or change subject line until the context is changed or another action item is added. Even in a chain mail, do not forget using appropriate salutations specially for the client. Always mention timelines in terms of time zones (IST, EST and so on) Use ‘reply’ and ‘reply all’ discretely. Do not use ‘reply all’ feature to thank or congratulate the sender. Do not forget to attach files. Anticipate and answer all the ‘W’ questions-‘What’, ‘When’, ‘Where’ and ‘Who’. Do not include information that is unnecessary, and has not been asked for. Do not involve personal elements while writing a business mail. Do not blame people/write negative mails. Do not involve in flame mails. Respond to a flame mail very professionally, empathise and suggest a solution. Also, avoid getting bogged down by details and minor arguments. Do not attach unnecessary files/documents.

15. Avoid

16. Feedback

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