Effective Email Writing Tips

Hi All,
Please read below few suggestions to improve your email writing skills. Learn and start using them in your practice right away.

1. How to write effective email:
a) Check spelling and grammatical mistakes before sending any email.
b) How to use various effective functionality of outlook like flag etc.

2. We have to reply every email. It’s a rule in BT “Every Email has to be replied ASAP”. Keep your outlook always open and make sure your setting is send/receive emails automatically in each 5 minutes.

3. After receiving any mail we have to send receipt mail that we received your mail and working and update you accordingly.

4. Care about the attachment (make sure it’s attached) before sending any email also we have to concern about its size too.

5. How to manage inbox emails by creating project wise folders in your outlook; create one folder under each project folder “Important” to store FTP/Pass or Important emails of each project.

6. Always in email, we have to be in precise means in less word with better explanation. Keep your emails Attention to detail. Try to consolidate many emails into one single point wise and give updates below each point in red color while replying to client emails.

So instead of write paragraph, we have to write these in point-wise. Never use “so that”, that’s why type of wording instead of this we have to use “Due to” etc.

Practice to create point wise emails for status updates to include what is done and what’s next we are going to do. Divide the long text into smaller paragraphs or bullet points.

7. Learn about the various keywords. Like where we have to use deep apologize, sorry, where we have to use please and kindly. The email must have proper addressing like Dear Sir or Dear Client name etc.

8. Emails must be in proper readable format with professional font type, color etc and the proper formatting of the entire email content should be done.

HAPPY EMAILING!

Best Regards,
Shri Pal Singh
Co-Founder & Director – Brain Technosys Pvt. Ltd.