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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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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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Starting A Conversation
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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Starting A Conversation
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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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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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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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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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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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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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
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