Você está na página 1de 60

E Mail Writing Skills

Oyster Learning

General Format

Oyster Learning

General Format
To
Write the e-mail id of the person to whom you want to send the mail

Cc
Write the e-mail id of the person to whom you want to send the same copy Use cc (carbon copy) as per the company culture
o As per the reporting structure
Oyster Learning

General Format
Bcc
Use bcc (blind carbon copy) when you want to hide any particular receiver from others

Subject
1 line meaning of the mail For example
o Suppose I want to send am e-mail to my boss to request for a 1 day leave
So the subject of the mail would be Request for a 1 day leave
Oyster Learning

General Format
Write salutation for each new email, such as
Dear Hello Hi Respected

Oyster Learning

General Format
Avoid sending mails to more than 4 addresses at once
Create a mailing list A mailing list is a collection of email addresses to which mails a sent
o Creating a mailing list ensures that readers do not have to scroll too much before getting the actual message
Such as Work List (colleagues from work) Such as Family List (brother, sister, mother, father)
Oyster Learning

General Format
Try to keep it brief
One screen length
o Remember you are writing an email not a book Do not go on and on

Check for punctuation, grammar and spelling errors


In some mail providers such as Google there is an automatic option of Check Spelling which can be used
Oyster Learning

General Format
Use caps only when appropriate
Everything in caps means that you are shouting on the person other side
o So use it only where it is required such as the name of a person or place or at the beginning of a sentence

Use lists and bullets to emphasize on main points


Firstly, I have decided
o Secondly, I think we should
Oyster Learning

General Format
Use a font that has professional and neutral look, such as
Times New Roman Arial Palatino Linotype

Avoid fancy fonts


Since most email software display is capable of displaying plain text Some fancy text includes
o Clarendon Condensed
o C

oronet
Oyster Learning

10

General Format
Use standard capitalization & spelling Do not use short forms or sms language such as
Thx 4 ur help 2day Lol Tk cr, c u soon

Oyster Learning

11

General Format
Use closing statements, such as
For professional mails
o Regards o Sincerely o Yours sincerely o Yours faithfully o Best wishes o Good day o Take care

Oyster Learning

12

General Format
For personal mails
o Yours truly o Yours affectionately o Yours o Best wishes o Cheers o Good day o Take care

Oyster Learning

13

General Format
Put your signatures at the end
Your name Rahul Sharma Your position HR Executive Companys name INS India Ways of contacting you
o Contact number 99910899845 o E-mail id rahulsharma@insindia.com

Oyster Learning

14

Exercise
A good e mail includes
Bullets to emphasize on text Proper closing and opening statement Brief message All of the above

Oyster Learning

15

Exercise
Rita wants to attend a wedding function of her best friend in Chandigarh,
For this purpose, she wants to write an email to her boss in Delhi and apply for a weeks leave
o Choose which is the correct format
Give reasons why it is the correct format.

Oyster Learning

16

Email
From: rita.sharma@yahoo.com To: anita.verma@gmail.com Cc: Subject: Application for Leave

Oyster Learning

17

Email Sample 1
Dear Madam, My best friend is getting married on 23rd November 2009. I would like to be present with her on this occasion But as this occasion is taking place in Chandigarh, I would require leave from 19th November 2009 to 25th November 2009 Awaiting your kind approval

Regards, Rita Sharma Sales Executive


Oyster Learning

18

E-mail Sample 2
Subject: VERY ImPORTANT hi mam!, i am going to chandigarh to attend my friends wedding. iam taking leave, from 19-28.. Nov Plz its veryyyy urgent for meplz reply me as soon as possible BY From, Rita
Oyster Learning

19

Types Of E Mails
Starting a conversation
Examples
o Exercises

Follow up mails
Examples
o Exercises

Delivering information
Examples
o Exercises

Delivering bad news


Examples
o Exercises
Oyster Learning

20

Starting A Conversation
Give summary of what you are going to discuss in the mail
Use bullets

Give the complete detail of the problem / issue


For e.g. I am just putting down in this mail the points discussed in the meeting

Oyster Learning

21

Starting A Conversation
Put all the information in a specific manner
So that output is quantifiable Bad example
o Kindly recruit 2 trainers

Good example
o Kindly recruit 2 trainers with the following skills / experience who have
Qualification / Specialization MBA in HR, Banking Experience 0 1 year Location New Delhi Salary range 12,000 15000 Preferences, if any Boys are preferred
Oyster Learning

22

Starting A Conversation
Mention the response which you want from the receiver in terms of
Deadline
o For e.g. Please tell me by when you shall be able to complete the task

Action
o For e.g. Kindly drop a mail on how you plan to go about doing this task

Oyster Learning

23

Example
Your manager wants you to finish Marketing Report in one week
He drops you a mail regarding the same

Oyster Learning

24

Email
To: rameshsharma@xyzindia.com From: jairathod@xyzindia.com Subject: Completion of the Marketing Report on an urgent basis

Oyster Learning

25

Body Of the Email


Dear Jai, The management has decided to hold a meeting to discuss the marketing strategy that is being followed by the company.
The meeting has been scheduled for the 18th of this month. For this purpose, you have to prepare a full fledged marketing report for the same by the 15th of this month.

Kindly complete the report on a priority basis as it is an urgent requirement. Regards, Ramesh Sharma Marketing Head XYZ India

Oyster Learning

26

Example
One of your colleagues, Seema has recently been promoted
The HR of the company drops a mail to congratulate her for the same

Oyster Learning

27

Email
To: sita@gmail.com, rajat@gmail.com, ajay@gmail.com, neeta@gmail.com, bhaavna@gmail.com, divya@gamil.com From: harleenkaur@gmail.com Subject: Announcement Seemas Promotion
Oyster Learning

28

Body Of Email
Hello All,
It gives me a lot of pleasure to announce that Seema has been promoted to the role of Sr. Associate. Her new designation will be Sr. Associate Client Services. Please join me in Congratulating Seema on her success. Regards, Harleen Kaur HR Manager ABC Company
Oyster Learning

29

Example
Write an email to inform all employees about the change in the office timingsfrom 9 am to 6 pm instead of 9 am to 5 pm

Oyster Learning

30

Email
To:sujata@yahoo.com kavitasharma@rediffmail.com. geetachauhan@gmail.com, manishajaisingh@gmail.com, rameshwarsingh@gmail.com, From: divyabatra@inkoindia.com Subject: Change in Office Timings

Oyster Learning

31

Body Of the Email


To all employees and staff, This is to inform all employees that the office timings effective 1st of September will be 9 am to 6 pm, instead of the earlier timings of 9 am to 5 pm Regards, Divya Batra HR Manager Inko India

Oyster Learning

32

Exercise
Write a mail to your manager requesting for 4 days leave to attend a wedding in your home town

Oyster Learning

33

Exercise
Write a congratulations mail to your friend who has just been promoted to Senior Research Analyst

Oyster Learning

34

Exercise
You are working for ABC Company You are to write a mail to a candidate called Akhil Mishra informing him that
His interview date is 12th September His interview time is 11.30 am His interviewers name is Mr. Sumit Saran

Oyster Learning

35

Exercise
You have made an account on Orkut or Face book Now you want to delete your account
But you do not know how to do it
o Write an email to the Orkut or Face book team asking them to delete your account
Email addresses for orkut orkutteam@ customersupport.com Email addresses for face book facebookteam@customersupport.com

Oyster Learning

36

Exercise
Your company (Recruitment Company) has seen a new company that they can work with called Net gear
You have to introduce yourself, your company and attach a document containing all the company details and policies
o So, that the client knows more about the company
Oyster Learning

37

Follow Up Mails
Give reference to the previous conversation
E.g. When you explain the problem / issue on phone and then follow up that with a mail
o Reference to our telephonic conversation we had
2 minutes ago 2 days ago 2 weeks ago I am sending a mail

Oyster Learning

38

Follow Up Mails
When somebody else had conversation with the receiver the

o Reference to your conversation with Mr. X, kindly find the attachments

When you discussed some issue in a meeting


o Reference to our meeting on 26th of July 2009, kindly do the following things

Oyster Learning

39

Follow Up Mails
When you have discussed the issue by mail itself
o Reference to my previous mail on 26th July 2009, kindly send me the copy of company policy

Oyster Learning

40

Example
You have sent a Business Proposal to a client, however, there has been no reply from the client
You write a follow up mail to the client

Oyster Learning

41

Email
To: vipinvarma@ensglobal.com From: madanmohan@its.com Subject: Receipt of Business Proposal

Oyster Learning

42

Body Of Email
Dear Sir, As per our conversation on the 8th July, I have sent you the Business Proposal of our Company on the 8th of August. I hope you have received it. Incase of any doubt or clarification, please feel free to mail me or call me. My number is 9916134567. Looking forward to hearing from you soon. Thank you for your time. Regards, Madan Mohan ITS India
Oyster Learning

43

Example
You were called for an interview by a company called New India Services
It has been 5 days since your interview and you have not heard anything from the company
o Write a mail follow up mail to the company

Oyster Learning

44

Email
To: vkkumar@newindiaservices.com From:vijaymanchanda@gmail.com Subject: Interest in joining your esteemed organization

Oyster Learning

45

Body Of Email
Dear Sir, I am Vijay Manchanda. I had come to your company for an interview last week for the position of Marketing Executive.

Allow me to once again say that I am very keen and interested to join your company for the position of a Marketing Executive.

Oyster Learning

46

Body Of Email
My previous work experience, my determination and hard work definitely makes me stand out from the rest of the candidates I am sure that I will prove to be a valuable resource to your organization, if you give me a chance

Thank you for giving me the opportunity to be interviewed by your esteemed companyI really enjoyed meeting with you I hope to hear from you soon.
Yours sincerely, Vijay Manchanda
Oyster Learning

47

Example
You have to send a data file to your companys client However, you did not have the conversation with the client Your colleague had the conversationHis name is Samir
You now have to send a mail to the client with the file

Oyster Learning

48

Email
To: seemachauhan@kpsindia.com From: vishwanath@ins.com Subject: Data File_Ins_ ver 1

Oyster Learning

49

Body Of Email
Dear Maam, In reference to your conversation with my colleague Mr. Samir Chawla, please find attached the data file that you requested for. In case of any problem or any clarification about the contents of the file, please feel free to contact me at the following number 9818667666. I hope the file provides you with all the information that you had requested for. Regards, Vishwanath Kumar Client Services INS India
Oyster Learning

50

Exercise
You have passed out of your college but you still have not got your security refund
You have already written one mail to your college It has been 10 days but there is no answer from your college
o Write a follow up mail to your college asking about the Security refund

Oyster Learning

51

Exercise
You have sent a package to a clientAfter sending it, you realize that you have sent the wrong package to the client
Write a mail to the client apologizing for the mix up

Oyster Learning

52

Exercise
Your manager has written an email to you asking you to finish the Marketing Report in the next two days
You have many other tasks to do and you will not be able to finish the report in less than one week
o Write an email informing your manager that you will not be able to finish the report so quickly
Oyster Learning

53

Exercise
You have to send a Business Proposal to a client by the name of Shine India However, you have not interacted with them before, but your colleague Sanjay has
Write an email to Shine India in which you shall attach the Business Proposalon behalf of Sanjay
Oyster Learning

54

Exercise
You work part time for a company and the company has given you the job of making a ppt
You have sent a ppt 3 days ago but there has been no feedback
o Write an email to Miss. Shivani from DEF Company asking for her feedback on the ppt

Oyster Learning

55

Exercise
Your company is into manufacturing of computers
Recently, your company has sent an order of 20 computers to a company called Animation Unlimited However, the payment has not yet been received
o Write an email to Mr. Brijesh of Animation Limited asking him about the payment

Oyster Learning

56

Delivering Information
Delivering information about meetings, orientation and processes
Include a summary and table of contents with headings Provide as much information as possible

Oyster Learning

57

Example
Your company has decided that Raksha Bandhan will be a holiday
The HR of the company writes a mail to all employees informing them about the holiday

Oyster Learning

58

Body Of Email
This is to inform all employees that 5th of August 2009, Wednesday shall be a holiday for all employees of all departments. Wishing all the employees and staff members a very happy Raksha Bandhan Regards, HR Head ABC Companies

Oyster Learning

59

Exercise
Write an email to inform the Marketing Department that the time of the marketing meeting has been changed
From 10.30 am to 11.30 am

Oyster Learning

60

Exercise
Your company follows flexible work hours that is, employees can work anytime 9 am to 7 pm
Write an email to inform your HR head that you want to change your work timings from 8.30 to 4.30 instead of 9 to 7 pm

Oyster Learning