E-MAIL WRITING
Dos and Don’ts about E-Mail:
Dos
• Use an informative subject line.
• Write the most important information first.
• Use number and bullets to make the message clearer.
• Use simple grammar and language.
• Write short sentences.
• Use separate paragraphs.
Don’ts
• Write about irrelevant issues.
• Give personal information that you don’t want someone else to know,
• Use capital letters to write whole words as in emails, this is considered
shouting
• Use different fonts (the recipient’s computer may not be compatible).
• Use Italics.
• Use exclamation marks.
• Use incomprehensible abbreviations, acronyms and smileys.
Remember the following points for effective email message:
• Have a clearly stated subject line
• Place priority information in the beginning
• Be brief without being rude
• Use the right tone – formal/informal
• Have simple vocabulary, uncomplicated sentences and paragraphs
• Use correct grammar and spelling to avoid confusion
• Be courteous
• End with thanks / a line saying, you look forward to hearing from the
recipient
• Have a signature which may include position held/address/ phone
number etc.
An effective email message must not
• Be too long
• Be all in capital letters. This is considered as ‘shouting’. However, some
words may be capitalized for emphasis
• Have very confidential or personal information that may fall into wrong
hands and cause problems
• Be forwarded or circulated unsolicited.
• Carry attachments with viruses or malicious software in them.
QUESTIONS TO PRACTICE
1. You have recently visited the cleanest village in Asia-
Mawlynnong in Shillong, Meghalaya. Write an email to your
friend describing the place. Read the verbal cues given below
for help.
2. Draft an email to your friend telling him/her about a recent
historical place that you have visited.
3. Congratulate your younger brother by email as he has won the
first prize in an inter-school debate competition.
4. As a student representative of your class, write an email to your
batch mates, suggesting a party for class teacher Kesab sir l who
is retiring next month. Sign the email as [Link] an email to
your friend describing the celebration of Holi.
5. Write a formal email requesting your elder brother to buy a
mobile.