Writing an official email

1. Writing an
Official Email

2. Contents
 Introduction
 Framework of an Email- ‘4 point plan’
 Example
 DO’s and DONT’s

3. Introduction
Many communications are short and routine.
You can write or dictate them without any
special thinking/preparation. However, we need
planning for any small email.

4. Framework- ‘4 point plan’
This 4 point plan provides a useful but simple
framework for structuring all written
communications:
1. INTRODUCTION (Background and Basics)
2. DETAILS (Facts and Figures)
3. RESPONSE or ACTION (Conclusion)
4. CLOSE (A simple one-liner)

5. 1. Introduction
‘Why are you writing? ‘
• It is Mandatory to have a meaningful Subject
Line in all emails.
• In the body of the email, set the scene- Maybe
refer to a previous letter, contact or
document.

6. 2.Details
• Use professional formalities like – Please, Sorry,
etc. if necessary.
• Provide all relevant details shortly. Separate into
paragraphs, if necessary. Ensure logical flow.
• Do not make demands.
• Spell-check your message.
• If your message includes a request, always close
with a thank you to the recipient for considering
it.

7. 3.Response and Action
Action the reader should take. Action you will
take. Give a deadline if necessary.

8. Sometimes all that is needed is a simple one-line
closing sentence.
4.Close

9. Sample
________________________________________
From alphaparticipant@gmail.com
Date 14:10:03 12:30:45
To pmo@tecmahindra.com
CC
Subject Time Sheet Approval Pending
Anna,
I am Name (U10000), from (company name). This email is regarding my time sheet approval. <- Intro
I had submitted my timesheets wrongly. It was rejected by my coach George and I have
re-submitted now. <- Details
Can you please approve it again? <- Action
Apologies for the inconvenience caused. <- Close
Thanks in advance and Regards,
Name
Company name

10. DO’s
 Answer swiftly.
 Use proper structure and layout.
 Read the email in recipient’s perspective
before you send it.
 When you mention about yourselves, ‘I’ is
used in capital letter everywhere.
 Start a new sentence with Capital letter.
 Try to talk only positive things in email.

11. DO’s
 Take care with abbreviations and emoticons.
Short messages (How r u) are also
inappropriate.
 When you receive an email click "Reply"
instead of "New Mail”. That will help
understand the continuity of contents. Don't
leave out the message thread.

12. DONT’s
 Do not overuse "Reply to All"
 Do not attach unnecessary files.
 Do not discuss confidential information in
group emails.
 Do not write in CAPITALS only: IF YOU WRITE
SO, YOU ARE SHOUTING.
 Do not use more than one ‘?’ (Question
Mark). ‘?????’ means interrogating??.

13. DONT’s
 Do not copy a proprietary message or
attachment without permission.
 Do not use biased language – gender, race,
religion and politics.
 Do not add any client information, even
internally, unless instructed.
 Do not mention negative at all in emails.
 Do not reply to spam.

14. Thank You…