E-mail Writing Template

In most organizations, e-mails are the preferred means of communication with internal and external stakeholders. This makes email writing an essential skill that all freshers should learn.

Your emails should be concise, specific, and objective-driven. State the objective of your email first followed by any explanation or supporting information (inductive logic). This gives the receiver an opportunity to understand why you are writing to them and to prioritize your ask and respond accordingly.

Structure

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Tips for Email Writing

  • Subject Line: Your Subject Line should mention the specific purpose of your email. If you are writing to a stakeholder outside of your company, you should mention your company name followed by the particular purpose of writing. For example: Aon CoCubes | Interest in Conducting a Career Development Session for B.Tech Students
    If you are sending an email for a significant update on an existing project, use:ABC College – Career Development Session | Review training materials

Respondent’s Name: Always address the respondent with their name in an email. This makes it more personal. While using Mr. or Ms. (avoid using Mrs.), write Mr Shah instead of Mr Ravinder in the email. Avoid using nicknames. You can use Sir/ Ma’am to address senior people, in case it’s an organizational practice

  • Salutation: Only used when communicating with senior management or tenured employees, otherwise use the name Ms. for a female
  • Mirroring: In case someone is using Dear xxx in their emails, follow the same

Email Body

  • Who You Are: Mention your name, designation, and company name for an external email and your name and department/team for an internal email.
  • Purpose of Writing: Mention why you are writing the email or what the purpose of your email is. Avoid mentioning the purpose towards the end of an email as most people read only the first few lines to decide whether an email is relevant to them or not.
  • Description: Provide an outline or description if needed. This can be details about your company, your product or service, or a situation that you want to highlight to a particular stakeholder.
  • Ask: Once you have mentioned the purpose of writing an email and described all the main points, you need to specify what action you want the reader to take. For instance, a Sales agent’s ask could be that he/she wants to set up a call or in-person meeting with the client. Also, if there is any urgency or deadline, mention that with your ask.
  • Footer Line: End your email on an optimistic note by adding a footer line. This can be as follows:

                     For a business opportunity: I look forward to meeting you.
                    For a challenge: I eagerly await your inputs or assistance to resolve this matter.

Sender’s Name: Mention only the First Name for an internal email and your full name for an external email that you are sending for the first time. Ideally, you should mention your name at the end, even if you have added a signature, as signatures can get appended.

Signature: Mention your Designation, Company Name, Mobile Number, and Email Address (Optional) in your signature. You can also mention relevant business links such as your company website or a critical press release.
Always create a signature that is in tandem with your company’s branding guidelines.

Attachments: If you have added attachments to your email, please ensure the titles of your attachments are relevant, easily understood, and correctly spelt.

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