E-mail
Writing
A poorly written e-mail can
discredit your professional
image. That's just as important
as your business suit, the way
you carry yourself. It's part of
who you are in business.
Diane Gottsman
Etiquette expert and founder of Protocol
School of Texas
What are some of
the mistakes that
you’ve made when
writing or sending
e-mails?
The Most Common E-
mail Mistakes
1. Improper greeting or closing
2. Being too formal or informal
3. Saying “To whom it may concern"
4. Bad subject line
5. Hitting "reply all"
6. Too lengthy or too short
7. Not monitoring your tone
8. Using emojis or abbreviations
9. Neglecting to proofread
[Link] to include attachments
What are some of
the difficulties or
challenges that
you’ve
experienced when
writing e-mails?
E-mail Format
• To:
• Subject:
• Salutation
• Regards
• Name
• Designation
• Etc.
Let’s Outline Our Contents
Your branch is organising a three-
day-two-night team building camp.
As the Co-ordinator of the camp,
write an e-mail blast to all staff to
inform them about the camp and
encourage them to take part.
Include other relevant details.
Let’s Chat 1
How did you
organise or
structure the
content of your
e-mail?
Organising Your E-mail
•R – Reason for writing
•D* – Details
•A* – Action to be taken
•E – Extras
*Interchangeable
Let’s Chat 2
Situation:
Your Manager wants to help an
orphanage in Kuala Selangor after
reading in the newspaper about their
plight for donation to support their
daily expenses. On behalf of the
Manager, write an email to inform all
your colleagues about this. Provide
relevant details.
Task:
Read the following emails and
explain why they are ineffective.
E-mail 1
Subject: Donation
Dear All
I am writing to inform you that our company will
organise a donation for Ceria Damai Orphanage in
Kuala Selangor.
A donation box will be placed at the reception during
office hours from 8 to 12 November 2022. You can
also donate by transferring your donation to the
orphanage account (12334456789 - Maybank).
If you need any further information, please contact
me at ext. 1919 or email me at
muhamadasyraf@[Link].
Thank you.
Sincerely
Muhammad Asyraf
E-mail 2
Subject: Orphanage Donation in Kuala Selangor
Dear Colleagues
This email is to inform you about a charity event
for the orphanage in Kuala Selangor to support the
orphanage daily expenses.
The details of the donation are as follows:
Date: 13 November 2022 (Saturday)
Time: 9 a.m. - 6 p.m.
Venue: Rumah Tunas Harapan, Kuala Selangor
The charity event mainly focuses on donations that
help to support their daily expenses. We will gather
all the donations on Friday during lunch hour at the
main hall. You are welcomed to support and give
all your used cloth, grocery, and others. You can
also volunteer on 13 November 2022. While
E-mail 2 (Cont.)
transportation is provided by the company it is only
limited to 40 volunteers. As such registration will be
first come first serve. You can also go with your own
transportation.
If you are interested in volunteering on the date
stated, please complete the attached registration
form link below before 12 November 2022 (Friday). If
you have further inquiry about the charity event, you
can email me directly at asraf@[Link].
Regards
Asraf
Manager
Charity Event 2022
Let’s Brainstorm Our Contents
Task:
Using the same situation, first brainstorm your content.
Brainstorm what you would write under:
R:
D:
A:
E:
Let’s Write 1
Now write your e-mail based on the
outline you have prepared.
Let’s Write 2
Due to the recent Covid-19 pandemic, many in our society
have become despondent after losing their livelihood and
are unable to sustain their families. In view of this
distressing situation, your company would like to initiate a
CSR Project to inspire all staff to participate in a charity
drive to raise funds for the marginalised in our society. Your
task, as Chief Project Coordinator, is to write an email to
kindle excitement and encourage all staff to contribute
positively to this endeavour.
Your writing should cover:
• Note of appreciation to all staff for their untiring
contribution to the company’s growth
• Message(s) of hope and compassion
• Objective(s) of the company for this CSR Project
• Invitation to submit project ideas
• Words to motivate staff to get involved in volunteer work
• Any other relevant content