E-mail Etiquette

What is the importance of Emails in workplace?

All resources across the globe work and communicate primarily through e-mails. The content and intent of the e-mail could effectuate decisions and processes.

Discuss the Writing Process

· Planning
· Consider your audience, purpose & assignment
· Identify the topic
· Discover ideas to write about
· Shaping – organize material
· Drafting – write your first draft
· Revising – “Re-see” what u have written
· Editing – check grammar, spellings, punctuations and mechanics
· Proofreading – check for typographical errors.

Mails can be categorized:

-Responsive
-Instructive
-Invitation
-Appreciative
-Supportive
- Informative or descriptive

Opening Statements:

1. This is to update you
2. This is to inform you
3. This is to bring to your notice
4. This is to seek your permission
5. I would like to
6. Further to our discussion
7. With reference to
8. Please give approval for

Closing Statements:

1. Please get in touch for any clarifications
2. Please get in touch for further discussions
3. I would be glad to be of assistance
4. Would appreciate your prompt response
5. Thanking you in anticipation
6. Looking forward to your prompt response
7. Looking forward to your cooperation
8. Your support is appreciated

Few words that could be replaced

Reply – Response/Respond
Thank – Appreciate
Sorry - Apologize
Please – Request you to
Can - Could
But - However
Regarding - With respect to

Email Composition

Discuss basic Dos and Don’ts for composing a mail

· All Caps to be used judiciously.
· Use of passive voice.
· Avoid using misplaced modifiers, use adverb (quickly, fastly…) before the verb.
· Ensure the subject reflects the agenda of the mail.
· Use Greetings and courtesy words like “please”, “thank you”.
· Write short, unclouded sentences.
· Use simple words.

Email Response

Discuss basic Dos and Don’ts for responding to a mail

· Read the mail carefully; as if you were listening to someone
· Analyze whether it is a query, suggestion or an information
· Format response ensuring all points required from the principle mail are covered
· Proof-read for grammatical errors and spellings
· Read the mail from the receivers perspective and check for the intent of the mail
· Signature should be professional, prefixed with regards / thanks and regards.