2. Why need to write effective
emails
Make sure emails are
read
Convey message
clearly
Increase productivity
Avoid
confusion/conflict
3. Some common email mistakes
Vague or non existent
subject line
Changing topic without
changing subject
Sending before thinking
Inadvertent Replying to all
Misaddressed recipients
Replying Vs. Forwarding
5. Addressing
Limit to who really needs to
know
Make it clear in text who has
action and who is info
addressee
Use Bcc to protect email
addresses unless every one
knows each other
Watch reply all
Avoid typing addresses free
hand. Many addresses are
similar.
Fill addresses last to avoid
sending an incomplete email
7. Subject Line Examples
Bad Example
Subj: Important! Read
Immediately!
Good Example
Subj: Meeting
Subj: Announcement
Subj: Follow up about
meeting
Subj: Do we need a
larger room for social
meeting on May 14th?
Subj: 99acres Team
Building Meeting (10
Jan) MoM
8. Message Text
Keep the message focussed and readable
Keep it short
Use inverted pyramid structure (like
newspaper)
Break into paragraphs
Avoid Capital letters, fancy typefaces
Proofread and spellcheck
Add attachment first so that later you do not
forget it
9. Signature Line
Include (if you want people to contact you) -
Name, Title, Organization, Email, Phone
Can be shortened for frequent correspondents
10. Do's for Email Communication
Check spellings
Check attachments
Check if only relevant people are
included
Proper salutations and signature are
in place
Subject is relevant
Set clear actionable items for
different people
Keep content short and bulleted
Review before sending
11. Don't for Email Communication
Never let your emotions control your mails. Wait for 24
hours before replying to any heated conversation. Let it
cool down.
Never say in Email what you wouldn’t say in person or
would not like to see in the press or defend in court.
Do not use professional mails for personal use
Do not send mail to everyone in your team or company.
No body has time to read irrelevant mails. Send to only
relevant people.
Do not write long essays. Keep mail short and crisp.