Email Writing Skills-1

Structure and Components

A Formal Email Structure
A formal email usually consists the following parts:
To:
C.C.
B.C.C.
Subject:
Salutation
Message
Closing Remarks
Signature Block
Notations (optional)
Mind-map for Email Writing
7 Questions Approach
This 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
Direct
Best for:
Good news
Non-emotional issues
Audiences that prefer
a straightforward
approach

Indirect
Best for:
Bad news
Sensitive situations
Less direct readers
(some international)
Issues that need
explaining

Subject Line ( Message Category Word)
To apply
An application for.
Applying for.
To invite
An invitation to
Inviting you to..
To remind
A reminder about.
Reminding about.
To notify
A notification about
Notifying you about..
To request
A 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 Maam
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 Presentation
The 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
Direct
Introduction:
Establishes a reason for
writing
Presents main idea
Body:
Provides and explains
details
Conclusion:
Reminds of any deadlines
Presents call for action
Looks to future


Indirect
Introduction:
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 blame
Conclusion:
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 Block
Sarthak Khanal( Mr.)
Research Officer
National Human Rights Commission
Pulchowk, Lalitpur
Ph. +977 1 5010015 Fax: +977 1 5010016
E-mail: sathak.khanal@gmail.com
URL: www.nhrcnepal.org
( Office logo can be added.)
Notations
Notations 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 rsum, 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.