e-Mail Writing

Email has become part of our lives with the revolution of the internet. We call our generation the 'Digital Generation' as we live in the 'Digital Era/ Digital Age'. 

In this digital age, one must know digital behaviour/conduct to communicate better digitally.

Therefore, effective email writing becomes a crucial skill in both professional and personal communication. 

Here are some key tips and best practices:

1. Clear and Concise Subject Line

• Purpose: The subject line should clearly indicate the email's content or purpose.
• Example: "Meeting Scheduled for August 20th, 2024" or "Feedback Request: III.B.Tech Results"

2. Proper Salutation

• Address the Recipient: Use the recipient’s name and title if appropriate. For example, “Dear Mr. Sachin/ Ms. Mandana,” or simply “Hi Virat/ Hi Chandana,” depending on the level of formality.
• Generic Salutations: If you don’t know the recipient’s name, use “Dear Sir/Madam” or “To Whom It May Concern.”

3. Introduction

• Purpose: Start with a brief introduction or state the purpose of the email.
• Example: "I hope this email finds you well. I'm writing to discuss the upcoming project deadline."

4. Body of the Email

• Be Direct: Get to the point early in the message. Avoid unnecessary details.
• Use Short Paragraphs: This makes your email easier to read.
• Bullet Points: Use bullet points or numbered lists for clarity, especially when listing items or steps.
• Stay Professional: Maintain a respectful and professional tone, even in difficult situations.

5. Call to Action or Closing Statement

• Clearly State Next Steps: If you need the recipient to take action, be clear about what you need and when you need it by.
• Example: "Please review the attached document and provide your feedback by Friday."

6. Closing

• Polite Sign-Off: Use a closing phrase such as "Best regards," "Sincerely," or "Thank you."
• Signature: Include your full name, job title, and contact information if appropriate.

7. Attachments

• Mention Attachments: If you’re including attachments, mention them in the body of the email (e.g., “Please find the report attached.”).
• Double-Check: Always double-check that you’ve attached the necessary files before sending the email.

8. Proofread

• Check for Errors: Before hitting send, proofread your email for spelling, grammar, and punctuation errors.
• Tone Check: Ensure the tone is appropriate for the context and recipient.

9. Avoid Jargon and Abbreviations

• Clarity: Avoid using industry-specific jargon or abbreviations that the recipient might not understand.
• Example: Instead of "FYI," you could say "For your information."

10. Use a Professional Email Address

• Address: Ensure that your email address is professional (e.g., yourname@company.com).

11. Consider the Timing

• Send at Appropriate Times: Avoid sending emails late at night or on weekends unless it’s urgent.

12. Reply Promptly

• Timeliness: Respond to emails within a reasonable time frame, typically within 24 hours.

Example of an Effective Email:

---

To: (Addressee email ID)

Subject: Completion of Summer Internship at Infosys

Dear Prof. Amitabh,

I hope this email finds you well. I am writing to inform you that I have successfully completed my summer internship at Infosys Campus, Hyderabad as part of my academic requirement. 

During this internship, I gained valuable experience in [mention key areas or skills you focused on both your core subject-related and personal level improvements with regards to your skills and teamwork etc].

I will be preparing a detailed report on my experience, which I will submit by [mention the deadline or specific date if applicable]. I look forward to sharing my learnings and how they might contribute to my academic and professional growth.

Thank you for your guidance and support throughout this process.

Best regards,

[Your Full Name]
[Your Student ID]
[Your Department]
[Your Email Address]