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How To Write An E-Mail

The document provides guidelines for writing successful emails including writing a clear subject line, keeping the message focused, avoiding attachments when possible, identifying yourself, being polite, proofreading, understanding what information is private, distinguishing between formal and informal situations, responding promptly, and showing respect.

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ch.mohammedsabah
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26 views8 pages

How To Write An E-Mail

The document provides guidelines for writing successful emails including writing a clear subject line, keeping the message focused, avoiding attachments when possible, identifying yourself, being polite, proofreading, understanding what information is private, distinguishing between formal and informal situations, responding promptly, and showing respect.

Uploaded by

ch.mohammedsabah
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Prepared by

Areej Ahmad
♣ E-mail is rapidly becoming one of the world’s most
important means of communicating in the business place.
♣ E-mail can be use for communicating because email is
fast, cheap, easy to use and is digital so it can be easily
used in other documents.
♣ To succeed on your jobs, you need to learn how to
write successful e-mail
Consider these guidelines when
writing email.

1) Write a meaningful subject line.


Before you “send,” take a moment to write a subject line that accurately describes the
content, giving your reader a concrete reason to open your message.
If your subject line is vague, you have missed your first opportunity to inform or persuade
your reader.
Remember — your message is not the only one in your recipient’s mailbox. A clear subject
line will help a busy professional to decide that your email is worthwhile.

2) Keep the message focused.


Why are you writing? Are you responding to a request?
3) . Avoid attachments
Rather than forcing you reader to download an attachment and open it in a separate program,
you will probably get faster results if you just copy-paste the most important part of the
document into the body of your message.
4) .Identify yourself clearly
When contacting someone strange, always include your name, occupation, and any other
important identification information in the first few sentences.
While formal phrases such as “Dear Professor Sneedlewood” and “Sincerely Yours,” are
unnecessary in email, when contacting someone outside your own organization, you should
write a signature line that includes your full name and at least a link to a blog or online
profile page.
5. Be kind. Don’t flame.
Think before you click “Send.”
If you find yourself writing in anger, save a draft, go get a cup of coffee.
6) . Proofread.
If you are asking someone else to do work for you, take the time to make your message
look professional without any mistakes .

7). Don’t assume privacy.


Email is not secure. Someone can read any and all email messages in your work account.
8). Distinguish between formal and informal situations.
When you are writing to a friend, it is OK to use “smiles” ,abbreviations . Always know the
situation, and write accordingly.

9. Respond Promptly.
If you want to appear professional, make yourself available to your online correspondents.
Even if your reply is, “Sorry, I’m too busy to help you now,” at least your correspondent
won’t be waiting in vain for your reply.

10. Show Respect and Restraint


E-mail is similar to and different from

memos and letters:


♦Letters are external correspondence; memos are internal
correspondence. E-mail (electronic mail), in contrast, can be both
internal and/or external. Employees can e-mail each other within a
company and/or outside a company.
♦E-mail is similar to memos in that both use identification lines
(Date, To, From, and Subject),
Like letters and memos, e-mail must be clear, concise, accessible,
accurate, and achieve audience recognition.
♦A successful e-mail contains a subject line with a topic and a
focus, an introduction, a body, and a conclusion.

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