Confused about all of the secret rules to emailing coworkers and clients? Don't know how to open or close your email, not wanting to sound to casual, but also not too stuffy? Writing emails in a professional setting can be tricky, but Extentia is here to help. Whether it be writing the perfect subject line, creating clear and concise content, or making an eye-catching signature to promote your business, you can learn all that and more during the next few slides. Millions of emails are sent every day, and the fact that email is of great importance in business communication is undeniable. There are several reasons for this, including that it sends almost instantaneously, it's low cost, and increases organizational efficiency through a virtual paper trail. Being such an important tool in business, it is important to know how to make your email as effective as possible.

1. EMAIL ETIQUETTE
How to write the perfect professional email

2. Content
■ Written Communication in Business
■ Subject Lines
■ Opening and Closing Lines
■ Recipients
■ Reducing Inbox Clutter
■ Content
■ Conveying Emotions
■ Signature
■ Additional Help
■ Extentia and Email

3. Written Communication in Business
Can be edited and revised
More appropriate for complex
business interaction
Good writing skills lead to
increased client satisfaction and
inter-organizational efficiency
Sender does not receive
feedback immediately
Can take more time to compose
than speaking face-to-face
Advantages Disadvantages

4. Subject Lines
■ Write the subject line first
so you don’t forget it
■ An email with a blank
subject will likely go unread
or get lost
■ Be clear and specific about
the topic of the email
■ Keep it short!

5. Subject Lines
■ Avoid words in ALL CAPS or
special characters like
exclamation points!
■ Emails like this can end up
in the spam filter
■ Indicate if a response is
needed at the end of
subject
■ i.e. “Proposed changes to
document – please respond
by Friday”

6. When you go to craft an email, be sure to pay as
much attention to the opening and closing as you do
the rest of the content.
Don’t let an avoidable blunder here annoy or distract
the recipient from the most important part of the
email – your message!
Dear reader,
Best regards,
Extentia

7. Openings
Formal
Hello
Good
Morning
Good day
Shows Lack of Consideration
Dear Sir or Madam
To Whom it May Concern
Too Casual
Yo/Hey
Do’s Don’ts
Casual
Hi
Group
Hello all
Good day
team

8. Closings - DOs
“Best”
■ Experts agree – “best” is safe, inoffensive
and almost universally appropriate
■ Variations include “All the best” and “Best
wishes”
“Regards”
■ Another simple and common sign-off
■ Variations include “Best regards”, “Kind
regards”, and “Warm regards”

9. Closings – DON’TS
“Thanks”
■ While it can be a good sign-off
when it is sincere, many times
variations of “thanks” are used as
a command disguised as
premature gratitude
“Sincerely”, “Yours Truly”, “Yours
/Faithfully”
■ Can appear as overly formal and
stuffy – use with caution

10. Closings – DON’TS
“xoxo”, “”, “thx”
■ In business emails, abbreviations and emoticons are not
appropriate
“Cheers” or “Ciao”
■ If you wouldn’t say it in real life,
don’t use it in an email

11. Recipients
■ TO: use when directly addressing someone, or when an action is
expected in response
■ CC: use for informational purposes
■ BCC: to “secretly” add someone to communication
■ Useful for privacy protection
on group mailings
■ Avoid using in work emails

12. Reducing Inbox Clutter
■ Send or copy others on a
need to know basis only
■ Beware of “reply all”
■ Do not use this feature unless
every member on the email
chain needs to know
■ Don’t send or forward chain
emails

13. Content
■ Make your request in the first line of your email
■ If that’s all you need to say, stop there!
■ Keep the message focused – shorter is better
■ Wordiness wastes the reader’s
time – be urgent, yet polite
■ If a longer message is
necessary, introduce how
many parts there are to your
message, and number the
points

14. Content
■ Avoid italicizing, bolding, and
larger typefaces – the
recipient’s email might not
have all of these features
■ Don’t assume privacy
■ Email is not a secure form of
communication – anything
written over email can be
seen by others!

15. Content
■ Write short paragraphs
separated by blank lines
■ It is easier to read, and less
intimidating
■ Proofread, proofread,
proofread!
■ Write and proofread the
email before entering the
recipients email

16. Communicating Emotional Information
■ Email is great for facts, but
not for emotions
■ Written communication
lacks necessary non-verbal
cues
■ Jokes, sarcasm, and other
emotions are not easily
conveyed in writing
Verbal
35%
Nonverba
l…
Communication

17. Communicating Emotional Information
■ Emotional messages and bad
news should never be sent
over email
■ These interactions should be done
face-to-face or over the phone
■ Never hit “send” while angry

18. Signature
■ If you don’t have a signature already, make one now
■ They promote your business, get you more customers, make it easier to
contact you, and look more professional
Company Logo
or Headshot
here
Your Name
Title, Company
Phone Number | Website
Social Media Icons and Links

19. Additional Help
■ When crafting an email,
there are a lot of small
pieces that can make a big
impact on the recipient
■ It can be difficult, but there
are many online services
available to help in the
process

20. Extentia – High Impact eMail
■ Extentia created High Impact eMail for iPad, which is a first
of its kind mobile application
■ Users can create and
send professionally
designed emails from a
variety of templates –
all on-the-go

21. Extentia – Business Email Templates
■ Extentia created an app for SalesForce to create great-
looking professional emails right from the iPad
■ Business Email Templates
sends emails to customers
and contacts quickly and
easily, which render
perfectly across all email
clients and devices

22. THANK YOU!
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