Communicate with no barriers

www.rayacorp.com
 Objectives

 Know the Importance of emails.

 Who to email and CC and BCC.

 Write a clear email subject.

 Be able to write a well structured email.

 Avoid common email mistakes.

 Why Emails ?
 Email is widely used as a form of
business communication and overall it
is a highly effective communication
tool.
 Email is inexpensive, only requiring
an Internet connection that is
generally available in the business and
can reach many people around the
globe.
 Helps in archiving and retrieving
written communications unlike verbal
agreements in meetings and over the
phone
 Has the option to attach information.
 A Well structured Email
 Makes it easier for the
reader to understand the
content and the desired
action from their end,
which is the main
purpose of the email
communication.

 Represents your own

business as fully aware
of the importance of a
well written email .
Email Contents
TO
CC
BCC
Subject

Opening
Body
Closing
Signature
Attachment
 To …Who are we addressing?
 The concerned person from whom we need an action.

 In the “To” field , arrange the recipients in an ascending order according

to positions.

 If the recipients are in the same grade, so arrange in alphabetical order .

 Let’s make sure not to send to too many addresses unless they are
concerned with the matter in the email
 CC….
 "Cc" is short for "carbon copy". Adding some one in the CC means
that all the recipients can see the added person in the CC.

 They are concerned with the email, however no need for any action
or reply from their end as they only need to be aware of the matter.

 Overusing the CC can cause your emails to be ignored.

 In the “CC” field , arrange the positions in a descending order.

 If the positions are in the same grade, so arrange in alphabetical

order as well.
 BCC…..
 Blind Carbon Copy is where you put contacts who shouldn’t see
the should not be seen by other contacts.

 Make sure when using BCC: that your intentions are proper.

 Sending messages using the “Bcc” technique can become a huge

time waster that could negatively impact your reputation or your
organization’s image.

 Many people use “Bcc” in an effort to protect the privacy of people

who legitimately should receive the information without listing their
names or e-mail addresses in the “To” or “Cc” areas. However it is
commonly considered as unethical.
 Subject
 The better your subject is, the more are the chances to make your email
read and easier to find later.
 Be precise.

 If you invite somebody to a conference, use "Invitation: Communication

Skills Conference, Meeting Room, Aug 14-16" instead of a plain "
Communication Skills Conference".

 Include detail that allows the recipient to identify what you are talking
about quickly and unambiguously.

 If your message requires the recipient's action, say so; preferably with the
first word. Ex, Appreciate your action/ support or Support needed.
 Subject
 Make sure it reflects the content, as
if it does not that will lead to a
contradiction and same goes for
exaggeration.

 Sending emails without subject can

be very unprofessional.
 Attachments
 Make sure to name the attachment the right name that reflects the
content of the attached data.

 Add a note in the body of the email about the attachment, such as "I
am sending you the December 2008 sales figures in a file called
Dec2008.xls" - that way, the recipient will know what to expect without
having to open the attachment itself.

 Different email systems have different limits on the size of a single

email, so make sure to know the Limit for attachments of the email you
are using, usually 1 MB.
 Font, Size and Color
 Caps letters makes you sound like you are yelling or reflects
shouting emphasis.

 Refrain from using multiple font colors in one email. It makes your
email harder to view and can add to your intent being
misinterpreted.

 Color is preferable to be black or dark blue written in the font of

Times New Roman or Arial, as other colors can indicate the wrong
message like Red color that can show anger or misuse of authority.

 Only use the bold font if you want something to be high lightened
as important.
Font, Size and Color
 Greeting
 Give a good start by giving a good greeting.

 People we don’t know or older are Mr. and Ms.

 Use profession titles but avoid seniority terms (Ph.D., M.D., Jr., Sr. …)

 Dear …..: Always acceptable and correct.

 With internal mail you may use very casual salutation : Hi.. But don’t do

that with higher management unless they start doing it themselves.

 If you are addressing a group:

Dear Ladies/Gentlemen/ladies and gentlemen/Colleagues/Team

 Opening
After the greeting, emails normally begin with an opening sentence.
Common opening sentences for a formal email are as follows.

“I hope that all is well with you.”

“I hope this email finds you well.”

“I was just emailing to request some assistance.” (The past tense is frequently

used to make a sentence more polite.)

 Opening

• Thanking the recipient in case you are replying to another email they sent

previously,

“Thank you for your email of 12 March.”

“Thank you for your email yesterday/ Thanks for your email yesterday.”

“Thank you for writing back to me so quickly./ Thanks for your quick reply.”
 Body
Moving to the topic you wish to discuss;

This is just a quick note to say…/ I have to go to a meeting in a

minute but I thought I’d
better let you know…
 I am writing to you in connection with…/ I am writing to you
about…
I am writing to you in order to…/ I am writing to you to…
Regarding…/ Re
Let’s not use an old email to hit reply and start typing about an
entirely new topic.
 Body
The body in the email depends on the content and the message we wish to
deliver,

Delivering Bad News:

We regret to inform you that ….
I am afraid that …….
I apologize for the inconvenience this may have caused you. (Usually that is used
for customers).

Complains:
When we are writing to complain about a matter, we need to:
explain briefly the case and the attempts we have made so far to resolve it
and advise with the reason the compliant is being forwarded to the reader .
Advise with the suggested resolutions to the issue from our point of view.
Body
 Structure is Important
Formal Informal

• Thank you • Thanks

• I would like to apologize for • Sorry for …
• I would appreciate it if you … • Can you … ?
• Would you happen to know ? • Do you know … ?
• Unfortunately, I will not be able to • I can’t …
• I am unable to say whether … • I don’t know whether …
• I would rather not … • I don’t want to …
 Keep a positive tone
Avoid blaming tone,
“You did not do the report on the right time”
Instead we can say,
We need to make sure that the report is completed according
to the agreed plan.

Avoid ordering tone,

Go to the new building at 8 PM for the meeting.
Would appreciate your attendance in today’s meeting in
the new building at 8:00 PM

If your are emotionally charged, walk away from the

computer and wait a while. Review your email and make
sure you are addressing the right matter in the right form
and tone without letting your emotions trigger the wrong
words.
 Avoid Common Mistakes
Let’s not use: Let’s Use

• Feed me back. • Awaiting your feedback.

• Too many exclamation marks • Only one is enough to deliver the
or deliver the • Message and it is not preferable to
• Question marks. use
• exclamation marks unless
• preferable to use • excitement.
• to express • Please send me the email
• Send me the email. as soon as you can. (politeness)
 Abbreviations
FYI For Your Info.

FYKA For your kind Action

FYA For Your Action

MSG Message

PLS Please

U You

REC’D Received

RGDS Regards

WRT With Regards To

YR/UR Your

PRES Presentation
 Closure
We can use some statements as closure such as:

 Thank you for your cooperation./ Thanks in advance.

 I look forward to your reply./ I look forward to hearing from you soon.

 I am waiting for your reply.

 Please get back to me as soon as you can./ Please reply asap.

 Thanks/ Cheers. Best Regards, …………

 If you need any further information, please do not hesitate to contact me./ If

you need to know anything else, just let me know.

 If you have any further questions, please contact me at any time.

Ready to write your email?
Thank you for your Time