E-mail Etiquette

An Introduction to professional email writing

Learning Objectives
➔ Write effective and professional
emails

➔ Write subject lines, greetings

and closings.

➔ Choose the appropriate tone

➔ Start, organise and end emails

Tip
Make it easy to read
● Write in short
paragraph
● Use white space
● Use bullet points
● Use short
sentences
Tip
● Avoid overusing
exclamation
marks.
● Be clear and
specific
● Write one email
per topic
E-mail Etiquette

Subject Lines
Tip
● Subject line
should be specific
not vague.
● Don’t write
sentences, use
short noun
phrases instead.
Tip
● Put the most
important word
first.
● Capitalize the first
word of the
subject line,
E-mail Etiquette

Email Greetings(American Business Writing)

Examples
➔ If you haven't met the
person you are writing
to
Dear Mr. Tendulkar:

Dear Ms. Banerjee:

➔ Little less formal

Dear Ankit,
Examples
➔ Unlike letter we don’t need to
use Dear in email
Mr. Raj:

Ankit:

➔ While writing to friends or

colleagues
Hi Ankit,
Examples
➔ If we don’t know the name of
the person
Dear Vice President:

Dear Human Resource Manager:

➔ Sending email to a group of

people
Dear All:

Team:
Examples
Dear Mr. Ankit:
Dear BORL
E-mail Etiquette

Email Closings
Examples
● Best,
● Best regards,
● Warm regards,
● Regards,
Examples
Warm regards,

Ankit Raj

Position

Company name

Tel.
E-mail Etiquette

Tone & Formality

Tip
● We can change
the formality by
changing the
vocabulary.
Tip
● We can change
the formality by
changing the
vocabulary.
Directness
➔ Direct
If we're making a request and it's
something routine, normal, or not
special

If we're making a suggestion and we

think it will be acceptable,

giving a positive opinion

➔ Indirect
If we're making a request and it's
something special or non-routine

If we're making a suggestion and we

don't know if it will be acceptable

giving a negative opinion

E-mail Etiquette

Opening Sentences
Examples
➔ Opening Sentence
"I'm writing to," and then and use a
verb phrase. or

"I wanted to," and then and use a

verb phrase

➔ Verb Phrase
request, inquire about, inform you
about, or inform you of
Examples
➔ Avoid
This is Ankit Raj. I am writing to..

➔ Instead
"I'm the Assistant manager-
Mechanical for BORL, and I'm
writing to inquire about,..