In this Presentation we learn how to write a effective and impressive mail. An well organized mail/letter make a positive attention of readers.

1. Memo Writing (e-mail)

3. “Email writing is an art. Each one of us
has our own style.”
There is nothing RIGHT or WRONG

4. “What if you get a mail like this?”

6. “This is what we want to get”

7. XYZ

8. For the other person
Your Email = YOU

9. Thodi Theory Toh Banti Hai 
• Memorandum is the Latin word for
“something to be remembered”
• Memos are brief in-house correspondence
sent up and down the corporate ladder
• They can be on paper or sent through e-mail

10. Parts of a Memo
• Audience
• Subject
• Attachment
• Salutation
• Body
• Signature

11. #1 - Audience

13. To – CC – BCC Confusion??
• To
– The people you are directly communicating with
• CC
– Just for information. May or may not participate.
• BCC
– Better avoided 

14. #2 - Subject

15. X

16. Examples
• Attention: (Full Attention, Zero Information)
– URGENT & IMPORTANT!!!
• Information: (Full Information, Zero Attention)
– Item Code 2365436 XYZPO No. 23456 dated 23.10.56
Expected Delivery Sep End

17. X X
Some very smart people :P

18. #3 - Salutation

19. • Dear Mr. A or Dear Ms. B
• Hi, Hi All, Hi Team
• Dear Suresh
• Dear All, Dear Team
• Dear Sir, Dear Dubey ji.
• Hi Sir ---- X
• Respected Mr. ABC --- (unnecessary)
• Respected Sir – (School :P)
• Safe Option: Dear Sir, or Dear Madam,

20. #4 - Body

21. The Opening Tells the reader why you are writing
The Focus Tells the details about the topic
The Action
Tells what you want to happen and gives a
time frame
The Closing
Thank the reader and mention future
communication

22. • Get to the point
• Simple words
• Short sentences
• Choice of words
• Tone
• Font, spacing, capital small
• Use appropriate headings, bullets,
numbering, pictures
Watch-outs!

23. Get to the point #1
Dear Personnel Director:
On March 27, I received a
phone call from Mr. A from New
Delhi, who said he
was once a data entry clerk
in your Mumbai office. He was
under the direct supervision
of.....
• Example of a hidden
main point

24. Get to the point #2
• The same example
rewritten so that the
main point is clear.
Dear Personnel Director:
Please verify the
employment of Mr. A.
He was a data entry
clerk in your Mumbai
office… ……

25. #A Good Example

26. XYZ
The Opening
The ClosingThe Action
The Focus

27. #5 - Signature

28. A boring but nice example!

29. Professional signatures
preferably DO NOT include:
Inspirational quotations (why?)
• “A life with love will have some thorns, but
a life without love will have no roses.”
• “May the Force be with you.”

30. #6 - Attachment

31. Attach files with
CLEAR
file names
• UH34_sep.pdf
• Attendance Report Sep-11
• Zip folders

32. #7 – 20 Sec Rule

33. Read
before you
Send

34. #8 – Red Line Behaviors :P

35. 35
1. No subject line.
2. Forgot the attachment! Ooops!
3. Wrong salutation – Spellings/ Gender mix up!
4. Change the topic without changing the subject.
5. Sending before thinking.
5. Unnecessary replying to all.
6. Omitting the context of a reply.
7. Wrong recipients.
8. Replying vs. forwarding.
9. All Capital Letters :P (you are shouting)
10. Writing when you are angry!

36. #9 – Final Tip!

37. Pretend you are the reader and ask:
• What is the point?
• What action am I supposed to take?
If the answers aren’t immediately obvious, your
message may just be ignored!