E-Mails
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
How to Write a Professional Email
Six steps for writing professional emails
If you’re not sure how to start an email, these steps can help
you craft a professional message.
1. Identify your goal
Before you write an email, ask yourself what you want the
recipient to do after they’ve read it. Once you’ve determined
the purpose of your email, you can ensure everything you
include in your message supports this action. For example, if
you want the recipient to review a report you’ve attached,
let them know what the report is, why you need them to
review it, what sort of feedback you need and when you
need the task completed.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
2. Consider your audience
When you compose an email message, make sure your tone matches your
audience. For example, if you’re emailing a business executive you’ve never
met, keep the email polished and free of any jokes or informalities. On the
other hand, if you’re emailing a colleague with whom you have a good
relationship, you might use a less formal, more friendly approach.
3. Keep it concise
Your audience might have little time to read through your email, so make it as
brief as possible without leaving out key information. Try not to address too
many subjects at once as this can make your message lengthy, challenging to
read and difficult to take action on. When editing your email, take out any
information that’s irrelevant to the topic you’re addressing. Use short, simple
sentences by removing filler words and extraneous information. This will
make your note shorter and easier to read.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
4. Proofread your email
An error-free email demonstrates diligence and
professionalism. Before you send an email, take a
moment to check for any spelling, grammar or
syntax errors. Also, double-check to ensure you’ve
included any attachments you may have referenced
in your message. If it is an important email to critical
stakeholders, you might ask your direct supervisor
or a trusted colleague to read over it before you
send it.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
5. Use proper etiquette
Include a courteous greeting and closing to sound friendly
and polite. Additionally, be considerate of the recipient and
their time. For example, unless it’s an emergency, avoid
emailing a contact asking for something after-hours or
while they’re on leave.
6. Remember to follow up
Most people receive several emails per day, so they might
miss or forget to respond to your message. If the recipient
hasn’t replied within two working days, consider reaching
back out with a friendly follow-up email.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
Before writing an e-mail
Make a plan
o Think about the purpose
of the email.
o Think about the person who will read the email
and how you want him or her to react.
o Make an outline or list of the main points and
details you want to include in the email.
o Double check any facts, dates, times, or other
specific details that will be included in the email.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
• It is important that whether for business or personal use that you
follow the basics of email etiquette.
• Sending Emails
• 1.Make sure your e-mail includes a courteous greeting and closing.
Helps to make your e-mail not seem demanding or terse.
• 2.Address your contact with the appropriate level of formality and
make sure you spelled their name correctly.
• 3.Spell check - emails with typos are simply not taken as seriously.
• 4.Read your email out loud to ensure the tone is that which you
desire. Try to avoid relying on formatting for emphasis; rather choose
the words that reflect your meaning instead. A few additions of the
words "please" and "thank you" go a long way!
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
5.Be sure you are including all relevant details or information
necessary to understand your request or point of view. Generalities
can many times causing confusion and unnecessary back and forth's.
6.Are you using proper sentence structure? First word capitalized
with appropriate punctuation? Multiple instances of !!! or ??? are
perceived as rude or condescending.
7.If your email is emotionally charged, walk away from the computer
and wait to reply. Review the Sender's email again so that you are
sure you are not reading anything into the email that simply isn't
there.
8.If sending attachments, did you ask first when would be the best
time to send? Did you check file size to make sure you don't fill the
other side's inbox causing all subsequent e-mail to bounce?
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
9.Refrain from using the Reply to All feature to give
your opinion to those who may not be interested. In
most cases replying to the Sender alone is your best
course of action.
10.Make one last check that the address or addresses
in the To: field are those you wish to send your reply to.
11.Be sure your name is reflected properly in the From:
field. Jane A. Doe (not jane, jane doe or JANE DOE).
12.Type in complete sentences. To type random
phrases or cryptic thoughts does not lend to clear
communication.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
13.Never assume the intent of an email. If you are not sure -- ask
so as to avoid unnecessary misunderstandings.
14.Just because someone doesn't ask for a response doesn't
mean you ignore them. Always acknowledge emails from those
you know in a timely manner.
15.Be sure the Subject: field accurately reflects the content of
your email.
16.Don't hesitate to say thank you, how are you, or appreciate
your help!
17.Keep emails brief and to the point. Save long conversations for
the old fashioned telephone.
18.Always end your emails with "Thank you," "Sincerely," "Take it
easy," "Best regards" - something!
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
Proper Email formatting
There are five elements to consider when formatting your
email. Here is a breakdown of each.
1. Subject line
This is a short phrase that summarizes the reason for your
message or the goal of your communication. It is
important to include a subject line when sending a
professional email so your audience knows exactly what to
expect and is able to locate the message easily if needed.
For example:
“Follow Up: Product Presentation”
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
2. Salutation
This is the first line of your email and generally acts as the
greeting. For example:
“Hi Mr. Samson,“
3. Body
Just like the body of a letter, this is where you’ll share your full
message. For example:
“Thank you for attending the new product presentation this
afternoon. I’ve attached a video file of the full recording so
you can share it with your team. Please let me know if you
have any questions.”
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
4. Closing
This is the last line of your email before your signature and should wrap up your
message. This is also where you may reiterate any requests you’ve made in the
body of your message.
For example:
“I look forward to speaking with you on Wednesday. Thanks again!”
5. Signature
The signature is where you identify yourself by name, title and any other
information relevant to your communications. Most email programs allow you to
set a fixed signature that’s automatically added to the end of every email you send.
“Sincerely,
Jillian Jones
Senior Software Engineer
ABC Company, Inc.”
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
Formatting Emails
• Do not type in all caps. That's yelling or
reflects shouting emphasis.
• If you bold your type, know you are bolding
your statement and it will be taken that way
by the other side - X10!
• Do not use patterned backgrounds.
Makes your email harder to read.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
• Stay away from fancy-schmancy fonts -- only the standard
fonts are on all computers.
• Use emoticons sparingly to ensure your tone and intent
are clear.
• Typing your emails in all small case gives the perception of
lack of education or laziness.
• Refrain from using multiple font colors in one email. It
makes your email harder to view and can add to your
intent being misinterpreted.
• Use formatting sparingly. Instead try to rely on choosing
the most accurate words possible to reflect your tone and
avoid misunderstandings in the process.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
Email Attachments
• When sending large attachments, always "zip"
or compress them before sending.
• Never send large attachments without notice!
Always ask what would be the best time to
send them first.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
• Learn how to resample or resize graphics to
about 600 pixels in width before attaching
them to an email. This will greatly reduce
download time.
• Never open an attachment from someone you
don't know.
• Be sure your virus, adware and spyware
programs are up to date and include scanning
of your emails and attachments both incoming
and outgoing.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
• It is better to spread multiple attachments
over several emails rather than attaching them
all to one email to avoid clogging the pipeline.
• Make sure the other side has the same
software as you before sending attachments
or they may not be able to open your
attachment. Use PDF when possible.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
To, From, CC, BCC, RR, Subject:
• Only use Cc: when it is important for those you Cc: to know about the
contents of the email. Overuse can cause your emails to be ignored.
• Don't use Return Receipt (RR) on every single email. Doing so is
viewed as intrusive, annoying and can be declined by the other side
anyway.
• Include addresses in the To: field for those who you would like a
response from.
• Include addresses in the Cc: field for those who you are just FYI'ing.
• Make sure your name is displayed properly in the From: field.
• Remove addresses from the To:, CC; and BCc: field that don't need to
see your reply.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
• Always include a brief Subject. No subject can get
your email flagged as spam.
• Think about your motives when adding addresses
to To:, CC:, BCc. Use your discretion.
• Never expose your friend's or contact's email
address to strangers by listing them all in the To:
field. Use BCc:!
• Make sure when using BCc: that your intentions
are proper. To send BCc: copies to others as a way
of talking behind someone's back is
inconsiderate.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
Email Forwarding
• Don't forward emails that say to do so--no
matter how noble the cause may be. Most are
hoaxes or hooey and may not be appreciated
by those you send to.
• If someone asks you to refrain from
forwarding emails they have that right and
you shouldn't get mad or take it personally.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
• When forwarding email, if you cannot take the
time to type a personal comment to the
person you are forwarding to--then don't
bother.
• Don't forward anything without editing out all
the forwarding >>>>, other email addresses,
headers and commentary from all the other
forwarders.
Copyright: Dr. Deepti Bajpai Kukrety
E-Mails
• If you must forward to more than one person,
put your email address in the TO: field and all
the others you are sending to in the BCc: field
to protect their email address from being
published to those they do not know. This is a
serious privacy issue!
• Be careful when forwarding email on political
or controversial issues.
Copyright: Dr. Deepti Bajpai Kukrety
