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Professional Writing

The document provides an overview of professional writing in the context of business emails, detailing the importance of email etiquette and its various components such as recipients, subject lines, salutations, and attachments. It emphasizes the need for clarity, professionalism, and proper formatting to avoid misinterpretation and enhance communication effectiveness. Additionally, it includes examples of different types of emails, such as affiliate partnership and product promotion emails.

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ashbanadeem689
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16 views13 pages

Professional Writing

The document provides an overview of professional writing in the context of business emails, detailing the importance of email etiquette and its various components such as recipients, subject lines, salutations, and attachments. It emphasizes the need for clarity, professionalism, and proper formatting to avoid misinterpretation and enhance communication effectiveness. Additionally, it includes examples of different types of emails, such as affiliate partnership and product promotion emails.

Uploaded by

ashbanadeem689
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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Professional Writing

Business Emails
Memos
What is an E-mail?
• Electronic mail, commonly shortened to “email,” is a
communication method that uses electronic devices to
deliver messages across computer networks.
• "Email" refers to both the delivery system and individual
messages that are sent and received.
• Email has existed in some form since the 1970s.
• Modern forms of email is the development of email client
software (e.g. Outlook) and web browsers, the latter of
which enables users to send and receive messages over the
Internet using web-based email clients (e.g. Gmail).
Why Email is important?
• Email don’t have facial expressions, so it can be
misinterpreted easily.
• By using proper email etiquette, you convey a
professional image to reader.
• Emails that are directly to the point are more
effective than poorly worded ones.
Different Components of an Email

• Recipients– To, CC,


BCC
• Subject line
• Salutation
• Message Text
• Attachments
• Email signature
Recipients
• Limit the email to only those who need to know.
• To field should contain only those recipients you directly intend the
message to be, usually you expect a reply or acknowledgment from
them.
• CC field is used for two purposes:
• To inform the management about the work you are doing.
• When email someone for the first time, putting the reference in CC is
good practice.
• BCC is when you do not want the recipient to know whom else this
email has been sent to. E.g. Asking employees to fill in personal
information sheet.
Subject Line
• Headline of email.
• Should be one liner
• Refrain from using long subject lines
• Use RE: and FW: appropriately
• Using Reg. and Ref. when needed
• Use confidential when sending sensitive information
• Capitalization is very important
• Don send ‘ status update for xyz project
• Send ‘Status update for XYZ Project
Salutation
• Salutation are must, replying without salutations is considered rude,
unless within a team
• Avoid using Mr. / Dr. unless hey are old school people who demand
• Best way of addressing is Hi ( Name) , or Dear ( Name),
• Do no misspell names, very important.
Attachments
• Understand mailbox limits - do not
attach files more than 10MB , use a
cloud line Drive, Drop box
• Zip files when attachments are more
Say 10 .
• Always attach files first and then
compose email.
• Mention in email that you have
attached the files with the email,
otherwise recipient might tend to
overlook the attachments.
Message text- General tips

• Avoid ambiguous text,


which can be
misunderstood.
• Proofread
• Break mail into paragraphs
and use active voice
• Identify yourself clearly
when sending email first
time to new recipient
Message text- General tips
• If you want a response from reader, please write this in
first paragraph
• Use bullet number when give instructions
• Capitalize abbreviations and be gender Neutral
• Use formal and informal when necessary
Informal- thanks for emailing me on 15th February
Formal- thank you for your email dated 15th February
• Affiliate Partnership Email
• Subject: Join Us in an Exciting Partnership, [Influencer’s Name]!
• Hey [Influencer’s Name],

How’s it going? I hope you’re having an awesome day!

I couldn’t resist reaching out because I’ve enjoyed your incredible content. Your authenticity and
positive vibes are truly inspiring!

Here’s the deal: we’re on a mission to spread the word about our [product/service], and we think
you’d be the perfect partner. Your influence and connection with your audience are a match made in
heaven.
We’ve crafted a super chill affiliate program that allows you to earn while sharing something
valuable with your followers. It’s a win-win!

If you’re up, let’s jump on a quick call to discuss the details and brainstorm fun ways to collaborate.
Together, we can create magic!

Shoot me a reply if you’re as excited as we are. Let’s embark on this partnership adventure together!
Sending you lots of good vibes!

Cheers,
[Your Name]
[Your Company]
• Product Promotion E-mail
• Formal Survey E-mail
• Email inquiring About something

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