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The document provides a comprehensive guide on effective email writing, covering essential components such as subject lines, greetings, body structure, and signatures. It emphasizes the importance of email etiquette, clarity, and conciseness while offering tips for writing more effective emails. Additionally, it highlights common mistakes to avoid and the significance of maintaining professionalism in email communication.

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9 views

email (002)

The document provides a comprehensive guide on effective email writing, covering essential components such as subject lines, greetings, body structure, and signatures. It emphasizes the importance of email etiquette, clarity, and conciseness while offering tips for writing more effective emails. Additionally, it highlights common mistakes to avoid and the significance of maintaining professionalism in email communication.

Uploaded by

9k2rnp7cqq
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Email writing

Samer Tayem
Email: introduction
✔ sending messages across long distances in a short time.

✔ email etiquette encompasses a set of rules indicating effective,


proper and polite ways to behave when sending and receiving emails.
The
rules of etiquette are focused on how messages should look and on
what they
should contain.
What is an email?
Electronic mail, commonly shortened to "email," is a communication
method that uses electronic devices to deliver messages across
computer networks. "Email" refers to both the delivery system and
individual messages that are sent and received.
Style: email form
1. Email address
2. Subject
3. Salutations and closing
4. Font
5. Paragraph spacing
6. Signature
Important components of an
effective E-MAIL:
• Subject Line

E-mail subject lines are like newspaper headlines. They should convey
the main point of your e-mail or the idea that you want the reader to
take away from your email. Therefore, be as specific as possible.
Email subject line should give the essence of your email content.
• This one line of text can often determine whether an email is to be
opened or not to be opened or sent to trash.
• Good email subject lines can make a powerful impact on your readers.
• Make the subject line specific, simple, and to the point.
Email
greeting
Casual Greeting
Hi <First name>,
Hello <First name>,
Dear <First name>,
Good morning/afternoon/evening <First name>,
Dear Mr./Miss./Mrs./Ms. ( Formal Greeting )
Dear Hiring Manager -when you don't have a contact person.
Followed by Firstly hope you are having a good day! Hope you enjoyed
the weekend! Hope you're doing fine!
• Hope you're having a great week!
few examples of greetings.
Email
body

The most important and informative part of the email. Follow a certain
pattern when writing the body of your email.
• The opening paragraph should set the tone and reason for your email.
Introduce yourself if you are a stranger to the person you are writing to,
and jot down why you are writing to them.
. Write in a way that is easy to understand, but at the same time, do not
lose your point in providing unnecessary information. Say only what is
required.
Email signature
tell the reader who you are.....

email signature contains:


Closing greetings Thanks and regards, Thanks, Regards etc...)
Name and surname
Job title
Your contact details
IMPORTANT COMPONENTS OF AN
EFFECTIVE E-MAIL:

❖ Endings
End the message in a polite way. Common endings are:

Yours sincerely, Best regards, Best wishes, Regards,

❖ Name
It is annoying to receive an email which does not include the name of the
sender.
Kind regards
samer tayem
Salutations & Signing Off

Salutations

• Dear Mr/ Mrs/ Ms/ Miss


• Dear Sir/ Madam
• Dear name
• Hi name
Sending emails

Opening phrases Closing Phrases

1. In reply to your letter ... 1. Please contact me again if


you need any more information.
2. Thank you for your letter
2. If I can be of any further
3.Thanks for your email ... assistance, please do contact me
again.
4. Following our telephonic
conversation 3. Let me know if you need
anything
else.
4. I look forward to hearing from
you.
signing off
Before you end your email, it's polite to thank your reader one more
time as well as add some courteous closing remarks.
1. "Thank you for your patience and cooperation." or
2. "Thank you for your consideration." and then follow up with,
3. "If you have any questions or concerns, don't hesitate to let me
know."
4. "I look forward to hearing from you."

• Please contact me again if you need any more


information.
• If I can be of any further assistance, please do contact me again.
• Let me know if you need anything else.
• Hear from you soon.
• Take care.
Signing off
• Yours sincerely/ Yours

• Yours faithfully

• (With) Best wishes/ Kind regards

• See you soon/ Hear from you soon

don't forget
The distinction between formal and informal
The level of the relation between the sender and the receiver
Reason for writing
⮚ This letter/ email is to ....
⮚ I am writing to ....
⮚ I am pleased to ....
⮚ Could you please ....
⮚ Would you please ....
⮚ Please email me ....
⮚ Just a quick note to
⮚ I am sorry to inform you ... .
⮚ Unfortunately ...
⮚ I'm sorry about ...
⮚ I apologize for ....
TIPS FOR WRITING MORE EFFECTIVE E-MAILS

Think about your message before you write it.


Don't send e-mails in haste. First, decide on the purpose of your e-mail and what
outcome you expect from your communication. Then think about your message
audience and what
he/she/they may need in order for your message to have the intended result.
Jot down some notes about what information you need to convey, what questions
you have,
etc., then organize your thoughts in a logical sequence.
Reflect on the tone of your message.
When you are communicating via e-mail, your words are not supported by
gestures, voice
inflections, or other cues, so it may be easier for someone to misread your tone.
Strive for clarity and conciseness in your writing.
Miscommunication can occur if an e-mail is unclear, disorganized, or just too long
and
complex for readers to easily follow.
TIPS FOR WRITING MORE EFFECTIVE E- MAILS--
CONTINUED

✔ Briefly state your purpose for writing the e-mail in the very
beginning of your message.
✔ Be sure to provide the reader with a context for your message.
✔ Use paragraphs to separate thoughts (or consider writing
separate e-mails if you have many unrelated points or questions).
✔ Finally, state the desired outcome at the end of your message.
✔ Format your message so that it is easy to read. Use white space
to visually separate paragraphs into separate blocks of text. Bullet
important details so that they are easy to pick out.
✔ Proofread Re-read messages before you send them. Use proper
grammar, spelling, capitalization, and punctuation.
TIPS FOR WRITING MORE EFFECTIVE E-
MAILS--CONTINUED

❑ Cc: and Bcc: ('carbon copy' and 'blind carbon copy’)


❑ Copying individuals on an e-mail is a good way to send your
message to the main recipient while also sending someone else a
copy at the same time. This can be useful if you want to convey the
same exact message to more than one person.
❑ Blind copying e-mails to a group of people can be useful when you
don't want everyone on the list to have each other's e-mail
addresses. The only recipient address that will be visible to all
recipients is the one in the To: field.
Examples of Common Mistakes

1. Too Personal in Content


2. Too Emotional
3. Too Crowded
4. Too Informal
subject

Bad Example Good Example

Subject: Meeting Subject:Media Meeting results


February 25, 2024

Subject: this is the answers of my test


(IMPOORTANT)
Be Polite
even with your colleagues

Bad Example Good Example

rami.. Hi Rami,

I need your report by 5 p.m. today Thanks for all your hard work on
or I'lI that report. Could you please get
miss my deadline. your version over to me by 5 p.m.,
so I don't miss my
samer deadline?

Thank you so much!

samer
Let us practice
Remember
Once sent, e-mail cannot be controlled
If you write in CAPITALS it seems as if you are SHOUTING
Avoid colored fonts in professional emails
Avoid short forms or slang for example (u instead of you )
Don't use long sentences
Be careful of Punctuations!
A woman without her man is nothing.
A woman, without her man, is nothing.
A woman: without her, man is nothing.

Good Luck and Best wishes

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