Writing the body of the email
In order to write a good email:
A good email should contain only one core theme. This not only helps the recipient to deal with the information;
it also makes storage and retrieval of messages easier. If we want to convey information related to two different topics,
it is better to send two separate emails.
Convey only necessary information. Repetitions, long explanations and excessively formal phrases should be avoided.
Brevity saves time for both the sender and the recipient and ideas are conveyed quickly and accurately.
Use correct spellings and grammar. Use appropriate vocabulary. The facts, figures and other data sent via email
should be properly verified. Careful attention should be paid to the correctness of names, designations, addresses and so on.
The content of an e-mail should be simple and easy to understand. While writing to a person who may not know you personally,
it is important to include a brief introduction. Vague information can only create confusions and misunderstandings.
Take a Be clear quiz here
Use a proper tone
An email is not as formal as a business letter; it is somewhat more direct and conversational in tone. We must maintain professional
formality in our writing style. First person pronouns and direct requests are permissible.
| I believe that…|
Could you send me the data right away?
Yet, an overly friendly or casual tone should be avoided.
Emails exchanged by team-mates or members of the same organization are often more casual than those sent to outsiders like dealers or clients.
Formatting the body of your email
1. Choose an appropriate font and font size for your emails. Avoid using too many fonts in a single email. It is, however,
acceptable to use different fonts and font sizes to indicate headings and the body of the text.
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2. The text should be neatly spaced out into paragraphs to maintain readability. Paragraphs contain distinct ideas but
they should be linked together by connectors like Also, My second suggestion, As a result, Another, Finally and so on.
3. Bullet points should be used wherever possible.
4. As far as possible, try to limit your text to a single page view; if the reader has to scroll down, it means that your email
is rather long. Long email messages may not be read completely or may not be read at all.
5. Graphics and animation are used to make messages colourful and lively but this is frowned upon in official communication.
Use simple text and avoid fancy effects.
6. ALL CAPS are perceived as shouting and it is thus rude to write an email using all caps. Avoid using short forms and abbreviations as far as possible though some of them are becoming acceptable in internal communication.
IMHO – In my honest opinion or AFAIK – as far as I know.
7. Make sure that names of people are spelled correctly and proper titles are used. Research has proved that
nothing annoys people more than seeing their name misspelt.
External emails are usually concluded with a polite closing such as:
Best / Kind / Warm regards
Thanks and regards
All the best
The signature line in an email usually contains the name of the sender. To make it more specific, the sender’s designation
and company name could also be included. Telephone numbers should be provided so that the recipient can call the sender
for immediate clarifications.
| Prof. Raksh Zakaria|
Department of Botany
A default signature line can be saved so that you need not type your signature in each email; it will automatically appear
at the end of the body of the message.