How to Write Professional Business Email.

2. OBJECTIVES:
By the end of this session, you will be able to know:
• The importance of E-Mail Etiquette
• The anatomy of an E-MAIL
• How to draft certain types of emails
• Appropriate Formatting of emails
• Optimal utilization of Outlook

3. Why Email?
What is an Email?

4. Communication
Face to Face On the Phone
Written

5. Face to Face

6. Written
Verbal , 0%
Non Verbal ,
100%
Tone of Voice ,
0%
Tone of Voice
Verbal
Non Verbal
Communication should always be more polished and formal than real life
Spoken communication.

7. Emails
• Emails should be short, concise and to the point, like phone
calls
• The tone of the email should be conversational
• An email should not contain any financial or personal
information, that you don’t want to share with unknown
parties
• Email clients let you view email messages
• Always reply within 24 hours and expect the same from the
other person

8. Why E-Mail Etiquette Important?

9. Importance of Email Etiquette
We all interact with the printed WORD as though
it has a personality. That personality makes
negative and positive impressions upon us.
Without Basic Etiquette your document can be
easily MISINTERPRETED by your reader. So it is
crucial that you follow the basic rules of etiquette
to construct an appropriate tone.

10. Importance of Email Etiquette
• There is no disputing the convenience and speed of emailing
others for reasons both professional and personal
• Coworkers, bosses, and others you are contacting for business
purposes will not be as understanding or forgiving
• This is especially true of total strangers who receive your
messages. All they will know about you (and the organization
you work for) is what they see on their screens
FIRST IMPRESSIONS COUNT!!

11. Tone
The tone of an email is of utmost importance
Avoid starting an email with the words
- Why?
- ??
- You have to
- Can’t
- Just the Name (Mostafa,)
- Any other strong word that you would not like

12. Expressing Yourself
Express your thoughts clearly
Read the email before sending to verify if you
intend to mean what is mentioned
Always write solution centric emails
How to convey urgency
Be positive to the suggestions made to you

13. Appropriate Subject Line
This is where you tell yourself what you wish to
say. If you have a problem at this time then your
message is not very clear.
A good subject line can make all the difference.
In fact it can carry the entire message. Be specific
but brief!

14. Appropriate Subject Line
Create a subject line that is brief and yet to
the point
Subject line must not be a complete
sentence
Subject line should be within 25 - 35
characters
Subject should convey the essence of the
mail
Urgency of the message must be indicated in

15. Useless Subject Line
• What to do?
• ????
• Re:- FYI
• Two things
• Great News
• Urgent
• Status
• Quick Question
• Help

16. Text
FONT / COLOUR:
 Choose your Font carefully
 Use the UPPER CASE
appropriately as it might sound as
though you are shouting on the
recipient
 The Font should not be too Big or
too Small
 Do not use too bright or jazzy
colors
 Only use black and blue when
sending office mails
 Red / Bold font to be used only
when highlighting important points
/ words
 Don’t use Italics and special fonts
as some email programs don’t
support them

17. Emoticons
• Emoticon are keyboard
figures made to express
smiles, frowns, etc.
• It’s a smiley inserted in an
email
• Emoticon is used as an
expression in an email
• Emoticons are used for
entertainment and fun

18. Message Length
Choose your words carefully
Limit your message to one subject. Long
sentence test the grammar and punctuation
of the writer
Long sentences bury the idea
Keep to a 15 line message (about half a
computer
screen) if you can or Maximum 1 comp
screen
Use separate paragraphs to address new
issues

19. Message Length
Use “white space” in the form of new
sentences b/w key lines and new Para‘s
When your message is long; use a
separate word doc and send it as an
attachment
 Use Numbered lists for sending
instructions or directions
 Bullets are used to make the key points
clear & visible (descending order of points)

22. Try to keep E-Mail brief
• Try to keep the E-mail Brief
• Try to keep line length 80 characters or less
• If your message if likely to be forwarded, keep it
to 60 characters or less
• Write short sentence easy to write & understand
• Some words are POWER words most are PASTE
words
• When you know the recipient is in hurry, put your
message directly in the body of the message

23. Try to keep E-Mail brief
This is the response I received from one
customer who recently shared his thoughts
about his concerns for our return policy. I send it
to you because I believe we need to develop and
implement a more customer oriented approach
to service
Total :- 42 words.

24. Try to keep E-Mail brief
• This is the response I received from one customer who
recently shared his thoughts about his concerns for our
return policy. I send it to you because I believe we need to
develop and implement a more customer oriented
approach to service
• Paste words:- 21. Power words:- 21
• We need to develop and implement a more customer
oriented approach to service . As, customer said to our
return policy

25. Inverted Pyramid
The inverted pyramid is
a metaphor used by
journalists and other
writers to illustrate
the placing of the
most important
information first
within a text. It is the
most widely preferred
method in writing
news stories

26. What does this stand for:
ABBREVIATION FULL FORM
ASAP As soon as possible
EOD End of Day
FYI For your information
FYA For your action
FYG For your guidance
PFA Please find attached
PYR Per your request
WRT With regard to
THX Thank you
PLZ Please
BTW By the way
LOL Laugh out loud
EOB End of Business

27. Do Not Over-use High Priority Option
If you overuse the high priority option, it
will lose its function when you really need
it
Moreover, even if a mail has high priority,
your message will come across as slightly
aggressive if you flag it as 'high priority'

28. Thank You