Email Writing

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Jashore University Of Science And Technology

Department of Industrial and Production Engineering


Course Title: Business Communication Seminar 1
Course Code: IPE 3110

A Lab Report on
Email Writing

Submitted By Submitted To
Name: Tajkir Hasan Fahim Mustafizur Rahman
Student ID: 190727 Assistant Professor
3rd Year,1st Semester Department Of IPE
Department Of IPE Jashore University of Science
and Technology
Jashore University of Science
and Technology

Date Of Submission: 14.04.2023


Email Writing

Introduction:

Email is one of the most widely used forms of written communication both in and out of the
workplace. A well-composed professional email provides the recipient with a friendly, clear,
concise and actionable message. It’s essential to know how to write proper emails that are
clear and accurate. Knowing how to write a proper email can save time, provide clarity, show
competency & establish a reputation for a person or business.

Steps for writing a proper Emails:

1. Set up an email address:


If you do not already have an email address, you will need to sign up with an email
provider before proceeding. Thankfully, there are many free web-based email
providers who you can get a free email address with for no cost. Some of the most
popular ones include:
 Gmail
 Hotmail
 Yahoo mail
2. Click on "Compose" or "New.":
Before writing an email, we will need to open a new, blank message box to write your
email in. The exact method varies depending on the service we use, but there will
usually be a button toward the top of the page with a label like “Compose,” “New,” or
“New Message.

3. List the recipients' email addresses:


You do not need to list your own email address, but you do need to specify the email
address of the person or people you intend to send the email to.
 A space is often enough to separate multiple email addresses, but some
services do request that you separate multiple addresses with a comma or
some other form of punctuation. If this is the case, these instructions should be
specified by your specific email provider.
 Type the email address of the main receiver or receivers in the “To:” field. The
main receiver usually refers to anyone whom the email is directly meant for or
addressed to in the body of the email.
 Type other email addresses in the “CC:” field. This is the “copy” field. A
receiver should be listed in the “CC:” field if the email does not directly
mention them but does refer to something that individual should be aware of.
 Use the “BCC:” field to hide email addresses. If you do not want the receivers
of an email to see a list of email addresses the message went to, you should
type those email addresses in the “blind copy” field.
4. Include an informative subject:
Every email service will let you type a subject or title for your email in the “Subject”
box. The subject should be brief, but it should also give the recipient some idea of
what the email is about.
 Note that a message without a subject will appear in a recipient's inbox with
the label of “(no subject).”
5. Greet the recipient with a proper salutation:
This is the first line of an email and generally acts as the greeting. You’ll want this
email greeting to match the tone of the email you’re sending. Your greeting can
change depending on your relationship with the recipient.
 If anyone writing to someone he or she have never met or a person he or she
have a formal professional relationship with, such as a hiring manager or a
new client, you can start with “Dear.”
 If anyone addressing someone he or she know or someone she or he have a
familiar professional relationship with, such as a colleague or manager, you
can start with “Hello” or “Hi.”
6. Write the body of your email:

The body of your email should be written in the large text box below the subject line. The
body of each email should typically include a salutation, message, and closing.

 The nature of email is fast, so you should generally keep the length of your
message fairly short.
7. End emails with a sign-off and signature

The signature is where you identify yourself by name, title and any other information
relevant to your communications. Most email programs allow you to set a fixed signature
that’s automatically added to the end of every email you send.

Typical closing words include:

 Regards,

 Best,

 Sincerely,

 Thanks,

 Kind regards,

8.Hit the "Send" button:

After finishing typing your email, review it to verify that there are no spelling or
grammar mistakes and that the message clearly addresses the matter you wanted to
bring up. If the email is ready, hit the “Send” button on the message box in order to
send it away to the listed recipients.

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