1. Institute of Management
Studies
Drafting E-mails
-Business CommunicationMs.AyushiVyas
(Faculty-Business
Communication)
Sanjay Singh
Vicky Pathak
Girish Kukreja
Joydeep Kujur
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2. “Basic E-mail Etiquettes”
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4.
Clear Subject Line.
Easy to categorize.
Keep content of message relevant.
Remember to change the subject
line when changing the topic.
5. Do a self review and if possible, get
it reviewed by peers.
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3. Basic E-mail Etiquettes contd.
6.Check whether message needs to be
replied to all.
7.Misaddressed recipients e.g.
Ramesh@xyz.com , Ramesh1@xyz.com
8.Generally accepted e-mail jargons
1- fyi – for your information
2- fyia - for your information and action
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4. Agenda
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6.
7.
Addressing
Subject Line
Message Text
Signature Line
Attachments
Style
Managing Email
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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 everyone knows each other.
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6. Addressing (contd.)
• Use address book with mail groups &
validate often.
– Use auto fill as many addresses can be
similar
– A template message can be saved as
drafts which is used often for different
recipients e.g. Birthday Wishes.It can
be edited as per the requirement.
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7. Addressing (contd.)
• Informal Communication before
Formal Communication.
• Fill in addresses last to avoid sending
an incomplete Email by mistake.
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8. Subject Line
• Headline (think newspaper).
• Make it easy for recipients to triage
your Email and find it later.
• Don’t “Reply All” to a message to grab
addressees without changing subject.
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9. Message Text
• Keep the message focused and readable.
• Keep it short.
• Use short, respectable ,positive sentences
in active voice.
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10. Message Text (contd.)
• Identify yourself clearly to cold
contacts.
– Hello, I am…The reason I am writing…
– Hello, so-in-so suggested I contact you…
• Write in standard professional
English with correct spelling.
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11. Attachments
• Use sparingly.
• Cut and paste relevant parts of
attachment into text of Email.
• Check attachment before clicking on ‘Send’
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12. Signature Line
• Include (if you want people to contact you)
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–
–
–
–
–
–
Your name
Designation
Team Name
Organization
Email address
Phones/Extension
Location
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13. Signature Line (contd.)
• Keep only relavent details like ,
mailid, designation,team and location.
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14. Style
• Threads
– Multiple replies can get out of hand, but
continue them to maintain the tread.
– When they start to drift start a new thread
with explanation.
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15. Style (contd.)
• Forwarding stuff, e.g., chain letters
– Avoid; annoys most people.
– Use BCC to hide your address list.
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16. Managing Email
• Organize Email into folders. E.g. Friends,
Family, Office , HR , Operations etc.
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17. Managing Email (contd.)
• Deleting / Archiving Inbox Messages
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18. Managing Email (contd.)
• Use “out of office” agent when away.
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19. Example
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20. T.H.A.N.K.
Y.O.U
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21. Questions and Comments?
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