Dear Students,

Hope you are doing well and gearing up for TCS. As all of you know that this year we
have Verbal Ability section added to the new test pattern where in we have to write an
email. We have prepared a small document which will help you in not making mistakes
if followed sincerely.
Email writing is very simple and easy to clear. Dont panic once you see the question.
Follow the step by step guidelines so that you can ace email writing.
We have also mentioned few links which you can go through, which will help you in
preparing for Quant.

Dos in email writing:

1. Start writing the email directly. Do not add "To", "CC", "BCC" or "Subject" lines in
the email. Only the body is needed.
2. Check for spelling mistakes in the email.
3. Read the email again for redundancies. Points should not be repeated too many
times in an email. If important it should be repeated only once.
4. Check for SMS language in your email.
5. Check for grammar. Do not mix up active voice and passive voice, or tenses, or
singular/plural.
6. Use Active Voice in the email.
7. Make sure all the phrases given are present in the email exactly the way they are
provided. Do not alter or change them. Only then you can submit the answer.
8. Do not think that more words will fetch you more marks. Keep the word count
minimum of 70 or the count suggested in the test.
test
Donts in email writing:
1. Never use too much emotion in the email. It
Itss unprofessional.
2. Never speak ill of yourself, team or company in any emails.
3. Do not go overboard with apologies or thanking the clients.

4. Never address anyone with "beloved", "loving", "with love" in your emails. Totally
unprofessional.
5. Never use capitals for whole words like - NEVER!, except for short forms, etc.
6. Do not break them up into individual words. Sequence of the phrases does not
matter.
7. Do not exceed the word count to more than 100
1 0 words at any cost.
8. Do not change content of the email once you have crossed the less than 2 mins
limit.

Email Structure
1. The mail body has to start with a "Dear" or a "Hi", followed by the first name of
the person you are sending the mail to. For ex - Dear Vidya or Hi Harish.
2. Add an introduction to the mail. Introduction does not mean introducing yoursel
yourself
(which you have to do in case the person you are writing to does not know you).
It means the person who will read your email understands what will be discussed
in the email.
3. Follow the introduction with details. The details commonly are what you want to
talk about in the mail. For ex - If you are writing a delay in the project mail - Start
explaining about the delay - The why, what and how's of the delay.
4. Next should be the current and future steps to be taken if any. This is applicable
the best for mails
ls conveying bad news. For other mails apply this rule as needed,
such as, in a training mail this might mean your expectations of the training.
5. For appreciation mails, etc be very careful to not lose focus on the team member
being appreciated. Do not generalize his/her achievements and do not end up
appreciating the whole team instead of the member to be appreciated.
6. Also for appreciation mails clearly mention how his/her achievements have
impacted on the project.
7. Close the email with a simple statement with either thanking the client or asking
him if they need anything else.

8. Simply use a "Thanks", "Thanks and Regards", or "Regards". If you have already
thanked the person in the last statement, do not thank again.
9. Write your first name or full name at the ending.

Approach and PLAN:

1. Read the question carefully and understand the keywords carefully 1 min.
2. Think and pen down the points you want to include in the email. Penning down
the words should be very brief and not lengthy. (If you are good at typing you can
directly start typing your email) 1 min 30 seconds.
3. Type the introduction. 1 min.
4. Type the ending 30 seconds.
seconds
5. Type the rest of the body from the points you have written down in point 2.
4min .
6. Check for spelling, grammar and redundancies and make any minor corrections
needed. 2 min.

Sample email:Email 1:Using the following phrases, write an email with minimum of 70 words
wor
to the
customer Mr. Ram explaining delay to the project.
Payment processing system Schedule 10th May (Friday) Unexpected power
outage 3 days Overall delay 7 days includes recovery of lost work will not
recur
Sample format 1
Dear Ram,
This is to inform you that there is a delay of 7 days in the Payment processing system
project which we are working on.
on As per schedule this was to go live on 10th May (Friday).
There was an unexpected power outage recently which caused a delay of 3 days. Other
issues caused by the outage increased the overall delay.
We have decided to work on weekends to recover the lost time which includes recovery of
lost work as well. We plan
n to install backup power to make sure such issues will not recur.
Please let me know if you see any further concerns.
Thanks,
Ravi
Sample format 2
Dear Ram,
The project Payment processing system was scheduled to be delivered on 10th May
(Friday). However, due to an unexpected power outage in offshore site for past 3 days we
lost few of our works for which we dont have backup too. Hence we are expecting an
overall delay in the delivery for a maximum of 7 days within which the team will
wi work on
the issues and everything will be sorted out. Apologies for the delay and we will ensure that
the mistake will not recur in future again.
Please let us know if you need any clarification.
Thanks & Regards,
Thejha

Email 2:-

Home work emails:Email 1:- Write an email to your team member appreciating his hard work which resulted in
a completion of your team project on time.
Email 2:- Write an email to your client explaining the delay in a project as a team member
was affected by a disease
Email 3:- You are the project leader for a team of 20 members. As the team members are
not submitting the weekly time sheets regularly, you need to email them stressing the need
to submit without fail. Using the following phrases, write an email with a minimum of 70
words and a maximum of 100 words to your team members informing the same.
Phrases:- can be accessed online lead to loss of pay every week do not default
used to bill client actual working hours by Friday failure to adhere time sheet filling
application
Email 4:- You
ou are a part of corporate communication team in your company. The working
time period is revised as 8:30 am to 5
5:00pm.
:00pm. Using the following phrases, write an email
with a minimum of 70 words and a maximum of 100 words to the employees in your
company informing the same.
Phrases:- by 30 minutes to avoid traffic effect from next week lunch duration revised
working time free breakfast office will start earlier till the end of rainy season will be
in effect
Email 5:- As your company is doing good business and expanding, your company is
relocating its office to a new address. Using the following phrases, write an email with a
minimum of 70 words and a maximum of 100 words to your customer informing the change
in address.
Phrases:- near outer ring road shifting to bigger office space November 10 change
in telephone number new address is provided below
b
fourth floor Cesina Business Park
Email 6:- Using the following phrases, write an email with a minimum of 70 words and a
maximum of 100 words to your parents describing the experience related to your first
campus interview.
Phrases:- 80 minutes tensed formal shirt negative marking write a program
early in the morning written test four member panel explain very happy
Email 7:- Using the following phrases, write an email with minimum of 70 words to your
manager Mr. Thejha requesting
requestin him to join the meeting

Phrases:- Malaria-weeks
weeks time-Out
time
of office-Monday-Completion-backup
backup-apologize-requestwork overnight
Email 8:- Using the following phrases, write an email with a minimum of 70 words to your
final year project guide explaining the delay in the project submission.
Phrases:- submission date - foreign edition books - Schedule - 10th June - laptop
crash - delay in printing overall status - 9 days - approve the extension - shortage
of money
Email 9:- Write an e-mail
mail to request
request to conduct a training session for your associates using
the following phrases, with a minimum of 50 words and a maximum of 100
10 words.
Phrases:- training sixteen
xteen associates tenth August twelfth three days
communication skills assertiveness
assertivenes telephone etiquette e-mail
mail writing confirm two
days clarifications