E-Mail Writing Guidelines

Dosinemailwriting:

1.Startwritingtheemaildirectly.Donotadd"To","CC","BCC"or"Subject"lines
intheemail.Onlythebodyisneeded.
2.Checkforspellingmistakesintheemail.
3.Readtheemailagainforredundancies.Pointsshouldnotberepeatedtoo
manytimesinanemail.Ifimportantitshouldberepeatedonlyonce.
4.CheckforSMSlanguageinyouremail.
5.Checkforgrammar.Donotmixupactivevoiceandpassivevoice,ortenses,or
singular/plural.
6.UseActiveVoiceintheemail.
7.Makesureallthephrasesgivenarepresentintheemailexactlythewaythey
areprovided.Donotalterorchangethem.Onlythenyoucansubmittheanswer.
8.Donotthinkthatmorewordswillfetchyoumoremarks.Keepthewordcount
minimumof70orthecountsuggestedinthetest.
Dontsinemailwriting:
1.Neverusetoomuchemotionintheemail.Itsunprofessional.
2.Neverspeakillofyourself,teamorcompanyinanyemails.
3.Donotgooverboardwithapologiesorthankingtheclients.
4.Neveraddressanyonewith"beloved","loving","withlove"inyouremails.
Totallyunprofessional.

5.NeverusecapitalsforwholewordslikeNEVER!,exceptforshortforms,etc.
6.Donotbreakthemupintoindividualwords.Sequenceofthephrasesdoesnot
matter.
7.Donotexceedthewordcounttomorethan100wordsatanycost.
8.Donotchangecontentoftheemailonceyouhavecrossedthelessthan2
minslimit.

EmailStructure
1.Themailbodyhastostartwitha"Dear"ora"Hi",followedbythefirstnameof
thepersonyouaresendingthemailto.ForexDearVidyaorHiHarish.
2.Addanintroductiontothemail.Introductiondoesnotmeanintroducing
yourself(whichyouhavetodoincasethepersonyouarewritingtodoesnot
knowyou).Itmeansthepersonwhowillreadyouremailunderstandswhatwill
bediscussedintheemail.
3.Followtheintroductionwithdetails.Thedetailscommonlyarewhatyouwant
totalkaboutinthemail.ForexIfyouarewritingadelayintheprojectmail
StartexplainingaboutthedelayThewhy,whatandhow'softhedelay.
4.Nextshouldbethecurrentandfuturestepstobetakenifany.Thisis
applicablethebestformailsconveyingbadnews.Forothermailsapplythisrule
asneeded,suchas,inatrainingmailthismightmeanyourexpectationsofthe
training.
5.Forappreciationmails,etcbeverycarefultonotlosefocusontheteam
memberbeingappreciated.Donotgeneralizehis/herachievementsanddonot
endupappreciatingthewholeteaminsteadofthemembertobeappreciated.

6.Alsoforappreciationmailsclearlymentionhowhis/herachievementshave
impactedontheproject.
7.Closetheemailwithasimplestatementwitheitherthankingtheclientor
askinghimiftheyneedanythingelse.
8.Simplyusea"Thanks","ThanksandRegards",or"Regards".Ifyouhavealready
thankedthepersoninthelaststatement,donotthankagain.
9.Writeyourfirstnameorfullnameattheending.

ApproachandPLAN:
1.Readthequestioncarefullyandunderstandthekeywordscarefully1min.
2.Thinkandpendownthepointsyouwanttoincludeintheemail.Penningdown
thewordsshouldbeverybriefandnotlengthy.(Ifyouaregoodattypingyoucan
directlystarttypingyouremail)1min30seconds.
3.Typetheintroduction.1min.
4.Typetheending30seconds.
5.Typetherestofthebodyfromthepointsyouhavewrittendowninpoint2.
4min.
6.Checkforspelling,grammarandredundanciesandmakeanyminorcorrections
needed.2min.
Don't forget to proofread the complete e-mail before submitting .

Q.1Writeanemailtoyourteammemberappreciatinghishardworkwhich
resultedinacompletionofyourteamprojectontime.

*Beyondthedutysincerityhealthproblemscommunicationoutofboxproject
managerJavaprogramminglanguage.*

Sampleanswer1:
Dearmembers
Ifeltproudtoknowthatourteamhassucceededincompletingtheprojecttitled
"Retailmanagementsystem"usingjavaprogramminglanguagewithinthegiven
deadline.Youhaveputinyourheartandsoulandworkedbeyondtheduty.In
spiteofhealthproblemsofoneofthemembers,wecompletedtheprojectwith
utmostsincerity.Allofyousubmittedoutoftheboxideasfortheproject.Inmy
communicationwiththeclient,Ireceivedanimpressivefeedbackaboutthe
project.Astheprojectmanager,Iextendmysinceregratitudetoallofyou.
ThanksandRegards
XYZ

Sampleanswer2:
DearABC
Iwouldliketotakethisopportunitytoexpressmyheartfeltthankstoyouforyour
hardworkandsinceritybeyondthedutyintheteamprojectwork.Despitehaving
healthproblems,youdidverywell.Ijusthadanexcitingcommunicationwiththe
ProjectManagerandheseemedtobeveryimpressedwiththeimplementationof
outofboxfeaturesinfewmodulesusingJavaProgramminglanguage.Iamsure
thatitwouldnothavebeensuccessfulwithoutyourefforts.
Regards
XYZ

Q.2Youareapartofcorporatecommunicationteaminyourcompany.The
workingtimeperiodisrevisedas8:30amto5:00pm.Usingthefollowing

phrases,writeanemailwithaminimumof70wordsandamaximumof100
wordstotheemployeesinyourcompanyinformingthesame.

by30minutestoavoidtrafficeffectfromnextweeklunchdurationrevised
workingtimereducedby10minutesfreebreakfastofficewillstartearliertillthe
endofrainyseasonwillbein
Effect

Sampleanswer1:
dearemployees,
Thisistoinformthattheworkingtimeperiodhasbeenrevisedas8:30amto
5:00pm.Soallareherebynotifiedtoleavefortheworkearliestby30minutesto
avoidtraffic.Thisschedulewillbeineffectfromnextweek.Thelunchdurationis
sameasbeforebuttherevisedworkingtomehasbeenreducedby10minutes.
Theofficewillstartearlierandprovidefreebreakfasttoall.
Thisrevisedschedulewillbeineffectonlytilltheendofrainyseason.
Regards
XYZ

Sampleanswer2:
Dearmembers,
Theworkingtimeperiodisrevisedas8:30amto5:00pm,toconsolidatethetime
by30minutestoavoidtraffic.Astheofficewillstartearlieryouwillbeprovided
freebreakfastandlunchdurationalsogetschangedinthisrevisedworkingtime,
itisreducedby10minutes.Thiswillbeineffecttilltheendofrainyseason
Regards
XYZ

Sampleanswer3
DearAll
Youareherebyinformedthattheworkingtimeperiodoftheofficehasbeen
pushedby30minutestoavoidtraffic.Ithasbeenrevisedas8:30amto5:00pm
andwillbeeffectivefromnextweek.Duetotherevisedworkingtime,thelunch

durationhasbeenreducedby10minutes.Freebreakfastwillbeprovidedtoall
employeesastheofficewillstartearlier.Thisrevisedtimingwillbeineffecttill
theendoftherainyseason.
Regards
XYZ

Q.3Asyourcompanyisdoinggoodbusinessandexpanding,yourcompanyis
relocatingit'sofficetoanewaddress.Usingthefollowingphrases,writean
emailwithaminimumof70wordsandamaximumof100wordstoyour
customerinformingthechangeinaddress.nearouterringroadshiftingto
biggerofficespaceNovember10changeintelephonenumbernewaddressis
providedbelowfourthfloorCesinaBusinessPark.

Sampleanswer1

DearCustomer,
Wearepleasedtoinformyouthatourcompanyisexpandingandhencewehave
decidedtorelocateouroffice.Wehavefoundabiggerofficespacenearouter
ringroad.ThusweareshiftingtothenewplaceonNovember10.Youwillnotbe
abletocontactusontheoldnumbersduetochangeintelephonenumber,sothe
newnumberandthenewaddressisprovidedbelow:
ShopNo.328,
Fourthfloor,
SukhComplex,
InfrontofCessinaBussinesspark.
Telno.05222715869

Q.4Youaretheprojectleaderforateamof20members.Astheteammembers
arenotsubmittingtheweeklytimesheetsregularly,youneedtoemailthem
stressingtheneedtosubmitwithoutfail.Usingthefollowingphrases,writean
emailwithaminimumof70wordsandamaximumof100wordstoyourteam
membersinformingthesame.canbeaccessedonlineleadtolossofpayevery

weekdonotdefaultusedtobillclientactualworkinghoursbyFridayfailureto
adheretimesheetfillingapplication

Using the following phrases, write an email with a minimum of 70 words to a company requesting them
reputedinstitute10days200collegesparklingperformance
to sponsor your college cultural festival.
extravaganzasponsortheeventrequestappointmentUsingthefollowing
pdf file reputed institute - 10 days - 200 college sparkling performance extravaganza
phrases,writeanemailwithaminimumof70wordstoacompanyrequesting
sponsor
the event request appointment brochure attached
themtosponsoryourcollegebrochureattached
RespectedSir
Itgivesmeimmensepleasuretoinformyouthatourcollegeisorganizinga
technicaleventfor10days.Thedetailsareattachedtothismailinapdffile.
Manyreputedinstitutesandoverallmorethan200collegesaregoingto
participateintheevent.Inadditiontherewillbeasparklingperformanceof
celebritieswhichwilladdextravaganzatotheevent.
Irequestyoutosponsortheeventandbecomeapartofit.Irequestyoutogive
anappointmentsoon.
regards
ABC

Q.5usingthefollowingphrases,writeanemailwithaminof70wordsanda
maximumof100words.toyourparentsdescribingtheexperiencerelatedto
yourfirstcampusinterview..

80minutestensedformalshirtnegativemarkingpolishwriteaprogramearly
inthemorningwrittentestfourmemberpanelexplainofferveryhappy.
DearParents

TodayIhadmyfirstcampusinterviewandiwasabletocrackit.Sinceitwasa
recruitmentdrive,Ipolishedmyshoesandironedmywhiteformalshirt.The
processstartedearlyinthemorning.Thewrittentestwasof80minuteswith
negativemarking.Afterclearingthefirstround,therewasaninterviewconducted
byafourmemberpanel,theyaskedmetowriteaprogram,andididthat
confidently.Iwasverytensedbeforetheannouncementofresults,ifeltvery
happywhenisawmynameintheselectedlist.Iwillexplaintheofferindetailon

mynextvisit.Lovetobothofyou.

Regards
Rakesh

Q.6WriteamailtotheManagerAlexrequestingforameetingsignyouremailas
Susan.
Outline:
meetingWednesdayafternoonseekclarificationsMultiVendorIntegration
projectactivitiesstatuspersonleftabruptlyavailabilitytoppriority.

Sampleresponse1
DearSir
OurtoppriorityprojectonMultiVendorIntegrationisfacingadelayasour
projectleaderhasresignedabruptlyandthishashinderedtheprogressofvarious
activitiesoftheproject.Availabilityofseniorlevelmanagementisamajor
problem.WeareconductingameetingforthesameonWednesdayafternoon
andrequestyoutoattendthemeetingastheclientsseeksomeclarificationon
thismatter.
Regards
XYZ

Q.7Writeanemailaskingyourmanagertoconfirmifhewillbeattending
yourmeetingornot

*ManagernameRaviyournamesudhaescalationdelayin
projectemergencyclientvisitteamleader8thSept2013outofoffice1
billondollar.*

Sampleresponse1

DearRavi
Theprojectonescalation,requestedbyoneofourclientshasbeendelayedbya

week.Thedelayinprojectwasduetosomestrongtechnicalissues.Theclient
visitedourcompanyandrequestedtomeetyou.However,hehadatalkwiththe
teamleaderandconveyedhisemergency,sinceyouwereoutofoffice.Theteam
leaderpromisedtheclientonthequickcompletionofthe1billiondollarproject
andplannedameetingon8thSept2013.SoIwouldliketoconfirmyourpresence
forthemeeting.

Regards
Sudha

Q8.Usingthefollowingphrases,writeanemailwithminimumof70wordsto
the
customerMr.Ramexplainingdelaytotheproject.

Paymentprocessingsyst
mSchedule10thMay(Friday)Unexpectedpower
outage3daysOveralldelay7daysincludesrecoveryoflostworkwill
not
recur

Sampleformat1

HiRam

Thisistoinformyouthatthereisadelayof7daysinthePaymentprocessing
systemprojectwhichweareworkingon.Asperschedulethiswastogoliveon
10thMay(Friday).Therewasanunexpectedpoweroutagerecentlywhichcaused
adelayof3days.Otherissuescausedbytheoutageincreasedtheoveralldelay.

Wehavedecidedtoworkonweekendstorecoverthelosttimewhichincludes
recoveryofthe

lostworkaswell.Weplantoinstallbackuppowertomakesuresuchissueswill
notrecur.

Pleaseletmeknowifyouhaveanyconcerns.

Thanks
Ravi

Sampleformat2

DearRam

TheprojectPaymentprocessingsystemwasscheduledtobedeliveredon10th
May(Friday).However,duetoanunexpectedpoweroutageinoffshoresitefor
past3dayswelostfewofourworksforwhichwedonthavebackuptoo.Hence
weareexpectinganoveralldelayinthedeliveryforamaximumof7dayswithin
whichtheteamwillworkon
theissuesandeverythingwillbesortedout.Apologiesforthedelayandwewill
ensurethat
themistakewillnotrecurinfutureagain.

Pleaseletusknowifyouneedanyclarification.

Thanks&Regards
Thejha
an e-mail to your client explaining the delay in a project as a team member was affected by a disease.
>Write
>write
an e-mail regarding delay of your project since the testing team is affected with cholera.

>Using the following phrases, write an e-mail with a minimum of 70 words to your final year project guide
explaining the delay in the project submission.
submission date - foreign edition books - Schedule - 10th June - laptop crash - delay in printing
overall status - 9 days - approve the extension - shortage of money
>Write an e-mail to request to conduct a training session for your associates using the following phrases, with a
minimum of 50 words and a maximum of 150 words.
training sixteen associates tenth twelfth August three days communication skills
assertiveness telephone etiquette e-mail writing confirm two days clarifications
>You are Anna and you have to write a mail to Jack for seeking permission to bring the camera in company
premise.
Outline: Bring - camera - high tea - celebrations - security personnel ontime delivery instruct cafeteria - not working area