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Important Components For Writing An Effective Email, Writing Emails Samples

The document provides tips for writing effective emails, noting that email is a widely used and efficient form of business communication but must be written in a clear, concise, and professional manner. It advises planning messages, using attention-grabbing subject lines, keeping messages short, proofreading, and avoiding all-caps or anger when composing emails. The document also offers guidelines for properly formatting emails with appropriate fonts, colors, contact details, and disclaimers.

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Muhammad Faizan
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113 views9 pages

Important Components For Writing An Effective Email, Writing Emails Samples

The document provides tips for writing effective emails, noting that email is a widely used and efficient form of business communication but must be written in a clear, concise, and professional manner. It advises planning messages, using attention-grabbing subject lines, keeping messages short, proofreading, and avoiding all-caps or anger when composing emails. The document also offers guidelines for properly formatting emails with appropriate fonts, colors, contact details, and disclaimers.

Uploaded by

Muhammad Faizan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Effective email

Effective Emails
 Email is widely used as a form of inexpensive yet highly effective
business communication tool.
 Emails are rarely taken print-outs of, and are used as soft copies
because it is easy to archive and retrieve emails.
 The reason of its popularity is its ease of access, which everyone in an
organization starting from the CEO to the janitor can use.
 Emails are an efficient way to communicate information in a well-
presented, easy to read and professionally appropriate manner. 
 emails are read by professionals who, depending on their work, may
get anything between 20 to 200 emails a day. They neither want to
engage in a back-and-forth conversation, nor have the time to ask for
details multiple times. They just want to understand the content of the
email, read out the instructions, process the information, get the task
done, and empty the "unread" section of the inbox.
Tricks to write effective emails
 Plan your message.
 Use the subject line to grab reader’s attention.
 Keep your message short and clear.
 Don't type your entire message in lower case.
 Proofread your message before sending it and assume accountability.
 If you are angry, take a few minutes to cool down before sending an
email.
 Don't type your message in capitals. Capitals are considered to be
SHOUTING.
Emails may not be suitable
 You have to discuss personal, sensitive or confidential information.

 You are going to give bad news.

 Your message is complex and meaning might be lost in the wordings.

 You need an immediate response.


Format of a Format Email
 While most of us send informal emails to
friends that might contain grammatical
mistakes in them, the same is not true when
writing to colleagues, especially when we
want to make a good impression, as we
have to be more careful and diplomatic this
time.
General tips on the right format of an email 
 Background
The default white background should be used for all emails. Colored
backgrounds or scroll designs are deemed unprofessional and
distracting.
 Font
Preferred fonts are Times New Roman or Arial, font size-12.
 Font Color
Font should be navy blue or black only.
 Contact details
Official contact information like name, designation, email id, contact
number, company logo, and address of correspondence should be
mentioned in the signature area. Personal statements are best avoided.
General tips on the right format of an email 
 First name and surname
They should be mentioned in the same font as used in the body of the
email, only two font sizes larger. Cursive fonts are not recommended.
 Signature
The following information should be supplied in the same font and
size as the body of the email.
 Designation
 Department
 Company Name & Address
 Landmark and ZIP Code.
 Contact Number
 Email address
 Company telephone number
 Company fax number
 Company URL
 Company URL
General tips on the right format of an email 

 Disclaimer (with example)


Use a disclaimer at the end of your email signature in standard font,
size-8 −

YOU MUST READ THIS NOTICE


The information contained in this email and any attachments is
confidential and may be subject to copyright or other intellectual
property protection. You are not authorized to use or disclose this
information other than with the express consent of the sender
Example of an email 

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