E-Mail Writing Skills_ver6

8/3/2019 E-Mail Writing Skills_ver6

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EMail Writing Skills


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General Format


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General Format

To Write the e-mail id of the person to

whom you want to send the mail

Cc Write the e-mail id of the person to

whom you want to send the same copy

Use cc (carbon copy) as per thecompany culture

o As per the reporting structure

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General Format

Bcc Use bcc (blind carbon copy) when you

want to hide any particular receiverfrom others

Subject 1 line meaning of the mail

For example

o Suppose I want to send am e-mail to myboss to request for a 1 day leave So the subject of the mail would be Request

for a 1 day leave


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General Format

Write salutation for each new e-mail, such as

Dear

Hello Hi

Respected


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General Format

Avoid sending mails to more than 4addresses at once

Create a mailing list A mailing list is

a collection of email addresses towhich mails a sent

o Creating a mailing list ensures that readersdo not have to scroll too much before

getting the actual message Such as Work List (colleagues from work)

Such as Family List (brother, sister, mother,father)


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General Format

Try to keep it brief One screen length

o Remember you are writing an email not abook Do not go on and on

Check for punctuation, grammarand spelling errors

In some mail providers such as Googlethere is an automatic option of CheckSpelling which can be used


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General Format

Use caps only when appropriate Everything in caps means that you are

shouting on the person other side

o So use it only where it is required suchas the name of a person or place or at the

beginning of a sentence

Use lists and bullets to emphasize

on main points Firstly, I have decided

o Secondly, I think we should


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General Format

Use a font that has professional andneutral look, such as Times New Roman

Arial

Palatino LinotypeAvoid fancy fonts

Since most email software display is capableof displaying plain text

Some fancy text includeso Clarendon Condensed

o Coronet


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General Format

Use standard capitalization &spelling Do not use short forms orsms language such as

Thx 4 ur help 2day Lol

Tk cr, c u soon


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General Format

Use closing statements, such as For professional mails

o Regards

o Sincerely

o Yours sincerely

o Yours faithfully

o Best wishes

o Good dayo Take care


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General Format

For personal mails o Yours truly

o Yours affectionately

o Yours

o Best wishes

o Cheers

o Good day

o Take care


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General Format

Put your signatures at the end Your name Rahul Sharma

Your position HR Executive

Companys name INS India Ways of contacting you

o Contact number 99910899845

o E-mail id [email protected]

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Exercise

A good e mail includes Bullets to emphasize on text

Proper closing and opening statement

Brief message All of the above

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Exercise

Rita wants to attend a weddingfunction of her best friend inChandigarh,

For this purpose, she wants to write anemail to her boss in Delhi and apply fora weeks leave

o Choose which is the correct format

Give reasons why it is the correct format.

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Email

From: [email protected]: [email protected]

Cc:

Subject: Application for Leave

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Email Sample1

Dear Madam,My best friend is getting married on 23rd November2009. I would like to be present with her on thisoccasion

But as this occasion is taking place in Chandigarh, Iwould require leave from 19th November 2009 to25th November 2009

Awaiting your kind approval

Regards,Rita SharmaSales Executive

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E-mail Sample2

Subject: VERY ImPORTANThi mam!,

i am going to chandigarh to attend myfriends wedding. iam taking leave, from19-28.. Nov Plz its veryyyy urgent formeplz reply me as soon as possible

BY

From,Rita

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Types Of EMails

Starting a conversation Examples

o Exercises

Follow up mails

Exampleso Exercises

Delivering information Examples

o ExercisesDelivering bad news

Exampleso Exercises

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Starting A Conversation

Give summary of what you aregoing to discuss in the mail

Use bullets

Give the complete detail of theproblem / issue

For e.g. I am just putting down inthis mail the points discussed in themeeting

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Put all the information in a specificmanner

So that output is quantifiable

Bad example

o Kindly recruit 2 trainers

Good example o Kindly recruit 2 trainers with the following skills /

experience who have

Qualification / Specialization MBA in HR, Banking

Experience 0 1 year

Location New Delhi

Salary range 12,000 15000

Preferences, if any Boys are preferred

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Mention the response which youwant from the receiver in terms of

Deadline

o For e.g. Please tell me by when youshall be able to complete the task

Action

o For e.g. Kindly drop a mail on how you

plan to go about doing this task

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Example

Your manager wants you to finishMarketing Report in one week

He drops you a mail regarding the

same

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Email

To: [email protected]:[email protected]

Subject: Completion of the

Marketing Report on an urgentbasis

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Body Of the Email

Dear Jai,

The management has decided to hold a meeting to discussthe marketing strategy that is being followed by thecompany.

The meeting has been scheduled for the 18th of this month.

For this purpose, you have to prepare a full fledgedmarketing report for the same by the 15th of this month.

Kindly complete the report on a priority basis as it is anurgent requirement.

Regards,

Ramesh SharmaMarketing Head

XYZ India

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Example

One of your colleagues, Seema hasrecently been promoted

The HR of the company drops a mail to

congratulate her for the same

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Email

To: [email protected],[email protected], [email protected],[email protected],

[email protected],[email protected]

From: [email protected]

Subject: Announcement SeemasPromotion

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Body Of Email

Hello All, It gives me a lot of pleasure to announce that

Seema has been promoted to the role of Sr.Associate.

Her new designation will be Sr. Associate -Client Services.

Please join me in Congratulating Seema onher success.

Regards,

Harleen KaurHR Manager

ABC Company

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Example

Write an email to inform allemployees about the change in theoffice timingsfrom 9 am to 6 pm

instead of 9 am to 5 pm

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Email

To:[email protected]@[email protected],

[email protected],[email protected],

From: [email protected]

Subject: Change in Office Timings

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Body Of the Email

To all employees and staff,This is to inform all employees that the officetimings effective 1st of September will be 9 am to6 pm, instead of the earlier timings of 9 am to 5

pmRegards,

Divya Batra

HR Manager

Inko India

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Exercise

Write a mail to your managerrequesting for 4 days leave to attenda wedding in your home town

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Exercise

Write a congratulations mail to yourfriend who has just been promotedto Senior Research Analyst

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Exercise

You are working for ABCCompany You are to write a mailto a candidate called Akhil Mishra

informing him that His interview date is 12th September His interview time is 11.30 am

His interviewers name is Mr. SumitSaran

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Exercise

You have made an account on Orkutor Face book Now you want todelete your account

But you do not know how to do ito Write an email to the Orkut or Face bookteam asking them to delete your account Email addresses for orkut orkutteam@

customersupport.com

Email addresses for face book [email protected]

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Exercise

Your company (RecruitmentCompany) has seen a new companythat they can work with called Net

gear You have to introduce yourself, yourcompany and attach a documentcontaining all the company details and

policieso So, that the client knows more about the

company

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FollowUp Mails

Give reference to the previousconversation

E.g. When you explain the problem /issue on phone and then follow up thatwith a mail

o Reference to our telephonic conversationwe had 2 minutes ago

2 days ago

2 weeks ago I am sending a mail

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FollowUp Mails

When somebody else had theconversation with the receiver

o Reference to your conversation with Mr.X, kindly find the attachments

When you discussed some issue in ameeting

o Reference to our meeting on 26th of July2009, kindly do the following things

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FollowUp Mails

When you have discussed the issue bymail itself

o Reference to my previous mail on 26thJuly 2009, kindly send me the copy of

company policy

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Example

You have sent a Business Proposalto a client, however, there has beenno reply from the client

You write a follow up mail to theclient

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Email

To: [email protected]: [email protected]

Subject: Receipt of Business

Proposal

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Body Of Email

Dear Sir,

As per our conversation on the 8th July, I havesent you the Business Proposal of our Companyon the 8th of August. I hope you have received it.

Incase of any doubt or clarification, please feel

free to mail me or call me. My number is9916134567.

Looking forward to hearing from you soon.Thank you for your time.

Regards,Madan Mohan

ITS India

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Example

You were called for an interview bya company called New IndiaServices

It has been 5 days since your interviewand you have not heard anything fromthe company

o Write a mail follow up mail to the

company

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Email

To: [email protected]:[email protected]

Subject: Interest in joining your

esteemed organization

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Body Of Email

Dear Sir,I am Vijay Manchanda. I had come to yourcompany for an interview last week for theposition of Marketing Executive.

Allow me to once again say that I am very keenand interested to join your company for theposition of a Marketing Executive.

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Body Of Email

My previous work experience, my determinationand hard work definitely makes me stand outfrom the rest of the candidates I am sure that Iwill prove to be a valuable resource to yourorganization, if you give me a chance

Thank you for giving me the opportunity to beinterviewed by your esteemed companyIreally enjoyed meeting with you I hope to hearfrom you soon.

Yours sincerely,

Vijay Manchanda

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Example

You have to send a data file to yourcompanys client However, youdid not have the conversation withthe client

Your colleague had theconversationHis name is Samir

You now have to send a mail to theclient with the file

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Email

To: [email protected]: [email protected]

Subject: Data File_Ins_ ver 1

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Body Of Email

Dear Maam,

In reference to your conversation with my colleague Mr.Samir Chawla, please find attached the data file that yourequested for.

In case of any problem or any clarification about thecontents of the file, please feel free to contact me at thefollowing number 9818667666.

I hope the file provides you with all the information thatyou had requested for.

Regards,Vishwanath KumarClient ServicesINS India

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Exercise

You have passed out of your collegebut you still have not got yoursecurity refund

You have already written one mail toyour college It has been 10 days butthere is no answer from your college

o Write a follow up mail to your college

asking about the Security refund

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Exercise

You have sent a package to aclientAfter sending it, you realizethat you have sent the wrongpackage to the client

Write a mail to the client apologizingfor the mix up

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Exercise

Your manager has written an emailto you asking you to finish theMarketing Report in the next twodays

You have many other tasks to do andyou will not be able to finish the reportin less than one week

o Write an email informing your managerthat you will not be able to finish thereport so quickly

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Exercise

You have to send a BusinessProposal to a client by the name ofShineIndia

However, you have not interactedwith them before, but yourcolleague Sanjay has

Write an email to Shine India in whichyou shall attach the BusinessProposalon behalf of Sanjay

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Exercise

You work part time for a companyand the company has given you thejob of making a ppt

You have sent a ppt 3 days ago butthere has been no feedback

o Write an email to Miss. Shivani from DEFCompany asking for her feedback on theppt

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Exercise

Your company is intomanufacturing of computers

Recently, your company has sent anorder of 20 computers to a companycalled Animation UnlimitedHowever, the payment has not yet

been received

o Write an email to Mr. Brijesh of AnimationLimited asking him about the payment

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Delivering Information

Delivering information aboutmeetings, orientation and processes

Include a summary and table ofcontents with headings

Provide as much information aspossible

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Example

Your company has decided thatRaksha Bandhan will be a holiday

The HR of the company writes a mailto all employees informing them aboutthe holiday

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Body Of Email

This is to inform all employees that 5th of August2009, Wednesday shall be a holiday for allemployees of all departments.

Wishing all the employees and staff members a

very happy Raksha Bandhan

Regards,

HR Head

ABC Companies

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Exercise

Write an email to inform theMarketing Department that the timeof the marketing meeting has beenchanged

From 10.30 am to 11.30 am

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Exercise

Your company follows flexible workhours that is, employees can workanytime 9 am to 7 pm

Write an email to inform your HR headthat you want to change your worktimings from 8.30 to 4.30 instead of 9to 7 pm

E-Mail Writing Skills_ver6

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