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Business Email Writing

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Faique Memon
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64 views13 pages

Business Email Writing

Uploaded by

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

Email
Writing
• Email Writing

• Social, Digital Media

• Marketing & Outreach

• Strategic Communication

Business Communication • Presentation

• Blogs, Website Content

• Visual Communication

• Negotiation

• Conflict and Crisis Comm

• Art of Story Telling with Data


Fundamentals of Writing

Clarity in Writing Use of Conjunctions Use of Transitional


Words
• Be clear on the purpose. • "and", "or", "but" • “Furthermore”, “Moreover”,
• Read your writing aloud. • Sometimes conjunctions are “However”, “Additionally”,
• Use simpler expressions rather necessary, but can make “Consequently”, etc. to make
than complicated words. sentences complicated. writing flow
• Write in Active Voice. • General rule: write short • Important when starting a new
sentences paragraph
• Remember to not overuse!
Email Terminology
To
The person who you want to address directly in the email.

CC (Carbon Copy)
Lets you send a copy of an email to one or more people.
People in CC are visible to people in the BCC and To list.

BCC (Blind Carbon Copy)


Lets you send a copy of an email to one or more people without the knowledge of the people whose addresses are on the To and CC lines.
The BCC line can also be used to send a message to a group without disclosing everyone’s addresses.
Challenges of Email Writing
How can you address these challenges?

01 Email or WhatsApp? 02 Body Language &


Tone
Addressing the • WhatsApp messages should only convey • In emails, we are unable to communicate our
Challenges urgent messages to team members. body language. So, we need to set an
• They should not be used to give lengthy appropriate tone according to the audience.
instructions, e.g. through voice notes. • E.g. we would address our boss formally
• Documents attached to WhatsApp may lead to ("Hello Mr. Last Name"), but we may address
a security breach. a colleague we know well by their first name
• It is highly likely that you lose track of work (“Hello, First Name").
documents on WhatsApp as well as the
conversation around them.
Challenges of Email Writing
How can you address these challenges?

03 Choosing the Subject 04 Planning the


Email
Addressing the • Subject ensures that the recipient opens the • Think of an email as writing a policy memo
Challenges email among the flood of emails received daily. • State the purpose of email upfront.
• Must be a one-liner directly related to the • Lay out the main points concisely.
purpose of email. • Offer a conclusion. e.g. give the receiver a choice
• The opening sentence of email should clearly to schedule a call for a detailed discussion, look
state the purpose. at an attached brochure for details, or respond to
your email and ask for details.
Challenges of Email Writing
How can you address these challenges?

05 Mind the
Audience
Addressing the Are you writing to your boss? To your colleague?
Challenges To your client? Or a potential investor? How you
address your audience is important.
Email Greetings to Use
Hi [Name] Simple and friendly greeting, best and Hello [Name] Use "Hello" instead of "Hi" to make your
safest choice, except for most formal email greeting more formal.
occasions.

Dear [Name] Okay to use in formal settings but is Hi everyone Works well for a group of people. If there are
getting outdated. 3 or less recipients, address them by their
name.

• When writing a formal email, write Hello/Dear/Hi followed by an honorific/title and a person's last
name. E.g., "Dear Dr. David," or "Hello Ms. Helen"
• When unsure about a person's gender, use their full name e.g. "Dear Misbah Khan"
• Avoid implying marital status like "Mrs." While addressing a woman, use "Ms." instead.
INSTEAD OF… USE…

Use a plural form:


The child and his rights Children and their rights

Use of
The director…he… Directors…they…

Reword the sentence:


When a staff member arrives at the office, he Upon arriving at the office, a staff member must…
must…

Gender- Use a neutral pronoun


Anyone who disagrees should give his reasons Anyone who disagrees should give their reasons

responsive
Replace the pronoun by “the”, “a”, or “an”
When submitting his application, an application When submitting an application, a candidate
should… should…

Language
Use “we”, “one” or “people”
The individual is influenced by his family’s values People are influenced by their families’ values

Avoid words with “man” in them


Chairman, Chairwoman Spokesperson

in Emails
Businessmen Businesspeople
Man, mankind People, humanity, human beings

Use equal corresponding language


Men and ladies Women and men, ladies and gentlemen,
Man and wife Husband and wife, man and woman
3 Ws of Effective Email
Writing
When Do you really need to send an email? Would another
form of communication be more appropriate?

Who Who are you writing to? Refer to Mind the


Audience in previous slides.

What What's the purpose of your


email? Is it clearly stated?
6 Best Fonts for Email

01
Arial 04
Times New Roman
02
Georgia 05
Open Sans
03
Helvetica 06
Lato
Email Write a clear subject matter

Etiquette
The Do's and Don'ts of Email Writing
Use an appropriate greeting

Use clear headers. Bullet points are appropriate when you


have already been discussing the matter

If writing to an international recipient, be mindful of how


your words may translate. Cultural Understanding

Purpose should be clear and stated in the first line of your


email after formal greetings (Hope you're well etc.)

Never forget the 3 Ws of email writing


Think before you use an emoji/exclamation mark. Do not

Email write your email in ALL-CAPS.

Don't CC everyone

Etiquette
The Do's and Don'ts of Email Writing

Do not use abbreviations, jargon (unless the person you


are writing to is familiar with it), or buzz words

Write short sentences instead of long complex ones

Always check grammar, spelling errors, or tone.


Grammarly is a free application that you can install as an
extension on your browser for this purpose

The internet its forever. Think carefully about what you


write and where it could end up. Never write personal
details in emails or use inappropriate language

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