Email Writing Skills-1Structure and Components

A Formal Email StructureA formal email usually consists the following parts: To:C.C.B.C.C.Subject: SalutationMessageClosing RemarksSignature BlockNotations (optional)

Mind-map for Email Writing

7 Questions ApproachThis is a structured method of covering relevant

information:• WHAT? Essential message• WHO? Persons concerned• WHEN? Days, hours, timelines, deadlines• WHERE? Places• HOW? Circumstances, explanations• WHY? Causes and/or objective• HOW MUCH? Calculable and measurable data

Formal Email Writing Techniques

DirectBest for:• Good news• Non-emotional issues• Audiences that prefer

a straightforward approach

IndirectBest for:• Bad news• Sensitive situations• Less direct readers

(some international)• Issues that need

explaining

Subject Line ( Message Category Word)

To applyAn application for……………….Applying for……………………….To inviteAn invitation to………………Inviting you to………………..To remindA reminder about……………….Reminding about……………………….To notifyA notification about………………Notifying you about………………..To requestA request for………………Requesting you for………………..

Salutation• Dear Sir or Madam,• Dear Sir,• Dear Sirs,• Dear Madam:• Dear Mr. Pandey:• Dear Ms. Joshi,• Dear Mr. Ramesh Pandey,• Dear Ms. Anita Joshi,• Dear Dr. Sanjay Shrestha,• Dear Board Members,• Dear Partners,American(:)

• Dear Manager,• Dear Recipient,• Dear All,• Ladies and Gentlemen:• Dear Valued Client,• Dear Bikash jee,• Dear Bhawanaji,• Dear Aman Sir,• Dear Kabita Ma’am• Dear Peter:British(,)

Email Message (IDA)First Paragraph

INTRODUCTION: Interest/Purpose/Reference/Reason (I)

Second Paragraph

BODY: Details/Discussion/ Description(D)

Third Paragraph

CONCLUSION: Action/Expectation/Request/Commitment (A)

Email Message PresentationThe Introduction• This paragraph should introduce why you are writing the email and sum up the key

points in the following paragraphs.• Include a statement that shows you are knowledgeable of the audience to which

your email is directed.The Body• Provide background or history regarding the purpose of the email.• Talk about key points you are making.• Include a justification of the importance of the main points.• List any important dates, discussions, and conversations that are relevant.• Ask questions, if necessary.Conclusion• Summarize the main points of the letter.• Restate the problem and resolution if pertinent.• Include deadlines.• Present call for action• Look to future

Tips for Direct and Indirect Emails

DirectIntroduction:• Establishes a reason for

writing• Presents main ideaBody:• Provides and explains

detailsConclusion:• Reminds of any deadlines• Presents call for action• Looks to future

IndirectIntroduction:• Acts as a buffer with a positive or

neutral statement• Compliments the readers,

agrees, appreciates, thanks, apology and more

Body:• Explains situation first• Leads up to the point/issue• States point/issue• If possible, links bad news with

benefits• Does not place blameConclusion:• Does not apologize• Gracious closing

Closing Remarks• Sincerely,• Affectionately,• Best Regards,• Kindest Regards,• Hopefully,• Truly,• Faithfully,• With Appreciation,• At your service,• Thank you,• Kind regards,• Kind thanks,• Kind wishes,• Many thanks,

• Warm wishes,• Warmly,• With appreciation,• With gratitude,• With sincere thanks,• With sympathy,• With warm regards,• Yours,• Yours cordially,• Yours respectfully,• Yours sincerely,• Yours truly,• In appreciation,• In sympathy,

Signature BlockSarthak Khanal( Mr.)Research OfficerNational Human Rights Commission

Pulchowk, LalitpurPh. +977 1 5010015 Fax: +977 1 5010016E-mail: sathak.khanal@gmail.comURL: www.nhrcnepal.org

( Office logo can be added.)

NotationsNotations are optional. There are usually three kinds of notations:

(a) P. S. (= postscript): An addition to the letter, below the place where you have signed your name. It is suggestive of some omissions or inclusions in your email conversations.

(b) Encl. ( = Enclosure (s) ): Other files you want to attach to the letter, such as a résumé, a receipt, or a letter of certification.

(c) RSVP(Please reply) : An abbreviation often included in invitations to request that the invitee let the host know if he or she will be attending.