E-MAIL

What is an Email?
 Electronic mail- method of exchanging messages between
people using electronic devices
 text, files, images, or other attachments
 sent to a specified individual or group of individuals
 support@gmail.com- a username and domain name
 e-mail service: Microsoft Outlook, Gmail, Yahoo Mail
Format & steps
1. To (Recipient’s e-mail address)
2. Subject line
3. Salutation
4. Body of the email
5. Signature (Name, designation and address of the sender)
To address
CC- carbon copy

BCC- Blind carbon

copy
 Subject line
Subject line- specific, simple, and to the point
For example, instead of 'The internship report you asked for',
write, 'Internship Report, {date/week/month}’.
Markers- Fwd, Reply, Urgent, or Notice to narrow down the subject
Examples of good subject lines:
 Marketing Data for July 2018
 Marketing Budget, October 2018
 List of New Freelancers  Leave Application
 Job Application for the Post of  Query regarding the annual report
XYZ  Contract Agreement - XYZ
 Salutation
 Formal email- addressing the recipient in a
manner fitting the relationship
 Unfamiliar people- 'To Whom It May Concern' or
'Dear sir/madam’.
 For senior officials: 'To the Manager’,
'Dear Dr. Ghosh', or 'Dear Ms. Kapoor’.
 Among colleagues: 'Hi’.
 Do not skip the salutation- be respectful
 Nicknames or just surnames or first names- Big
NO
 Body of the Email
 Opening paragraph- set the tone and reason 
 Introduce yourself- who and why
For example, you can begin with 'My name is Abc, and this email is with
reference to Xyz.' or 'This is with reference to the marketing budget as
discussed in the meeting.’
 Elaborate on your concern, question, or response 
 Closing of the email 
'Hope to have an answer from you soon', or 'Looking forward to hearing from
you soon', and if you are addressing a question, end with 'Hope I have
sufficiently answered your query/doubts.
Mention attachments
 Signature
 Last words of your email form a lasting impression
 Sign off with a simple word or phrase, which conveys
respect. Safe choices are ‘Best regards,’ 'Warmly,’
'Sincerely,’ 'Kind regards,’ or simply 'Thanks.’
 Writing to someone for the first time or someone
who is not an immediate colleague or senior- use
your full name.
 Furnish your name with contact information.
 Writing on behalf of or as an employee of an
institution- mention adequate contact details.
 Keep the text left-aligned.
Formal email
samples
A request
To: Recipient’s email address (eg: ramdev@gmail.com)
Subject: Request for extension on report deadline
Dear Mr./Ms. {Recipient’s sir name}, 
I am writing this to request you for an extension on the XYZ project report which is due on {date}.
My mother has taken ill unexpectedly, and I must leave for home tonight. I’m afraid it will take me a
week before I can return to the office and complete the report.
Kindly grant me an extension till {date} for the same. I promise to deliver the project report by then.
Thank you.
Sincerely,
{Your name}
{Designation}
{Official Address}
{Phone number}
An enquiry
Subject: Enquiry about conference timings
Dear Sir/Madam,
I am writing to enquire about the timings for the conference centre at {place}. Our
company is hosting a delegation from {place} and is interested in booking the
centre for an important corporate event on {date}. I checked your website but could
not find the information I require.
If you could kindly send across the timings when the conference centre is available,
we can design an itinerary at the earliest and share the schedule with you to initiate
the booking procedure.
Looking forward to an early response.
Thank you.
A complaint
Subject: Complaint against Gender Discrimination in the Office
Dear Mr./Ms. {Recipient’s name}
This is to bring to your notice an instance of discrimination on the basis of gender in the office. I was
due for a meeting with {name, department} this month, and was surprised to see that I was dropped
from the plan at the last minute. In a conversation with {name of offending person} on {date} about
it, I was told that the move was taken because they did not feel I would land the deal as a woman and
that “it was best left to the men”.
I have worked tirelessly in {Name of Company} for the last {Time Period}. Given the reputation of
{Name of Company} as a female-friendly and discrimination-free workplace, and I am appalled at
being treated like this.
I have previously raised this issue privately with {name of offending person} but failed to receive an
apology or a satisfactory response. I wish to pursue this further with this official complaint and come
to a swift and fitting solution with the help of Human Resources and other members of Management.
Hoping to see this matter dealt with at the earliest.
A response to a
query/complaint
Subject: Response to complaint dated {date}
Dear {Name of Complainant},
I would like to apologize for the disappointment caused to you on behalf of the
company. I assure you that your complaint has been forwarded to the
concerned department and strict action is being taken to rectify the situation.
Your satisfaction with our services and your feedback as a client are of the
utmost importance to us. I would be happy to answer any further queries while
we look into this matter.
Thank you for your patience.
Best regards,
 An announcement or
statement
Subject: New member in the team!
Dear all,
I am glad to introduce you to {name of person}, who will be assisting us as an
intern for the next 6 months. He is a third-year Economics student at {name of
institution}, and is excited about joining the team.
I hope to see you all welcome him into the office and provide him with your help
and feedback wherever necessary.
Thank you.
Sincerely,
{Your name}
{Designation}
{Official Address}
{Phone number}
Thank you.