University Institute of Liberal

Arts and Humanities

Course Name – Communication Skills
Course Code – 23PCH-105

Email writing DISCOVER . LEARN . EMPOWER

 COURSE OBJECTIVES
The Course aims to:
Augment students overall communication and interpersonal skills
1 by making them realize the importance of good oral and written
English Language in professional life.
Enrich their reading capability with special emphasis on expanding
2
vocabulary and grammatical formations.
Build exceptional speaking, reading and writing skills by correcting
3
grammatical errors and pronunciation through practice.
Enhances soft skills by fostering self awareness, confidence and a
4 positive attitude in students’ ability to communicate effectively in
English.

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 Course
Outcomes
On completion, the students are expected to

CO
Numb Title Level
er
Apply appropriate Listening, Speaking, Reading and Writing Skills (LSRW
Skills) with correct non-verbal cues to attain expertise in soft skills.
CO1 Apply

Apply correct contextual and comprehensible written text in the form of

paragraph writing, short compositions business correspondence, using
CO2 logical support and argument in a wide range of communication situations. Apply

Demonstrate linguistic competence while speaking and during

presentations through accuracy in grammatical usage, vocabulary,
CO3 pronunciation and intonation. Apply

Evaluate information as critical readers, speakers and writers applying ethics

in communication and
CO4 Evaluate
being sensitive in cross cultural communication.
Create original, digital content for websites, blogs, vlogs and personal social
media profiles etc.
CO5 Create
Draper, Inc 3
 Introduction

DEFINITION:
• “Communication is a process of passing information and
understanding from one person to another.” -Keith Davis

• Electronic mail, most commonly referred to as email, is a

method of exchanging digital messages from an author to one
or more recipients.

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 Four Types of Emails
• NO REPLY EMAIL- you want to tell the receiver something,
either compliment or information. No reply is necessary.
• INQUIRY EMAIL- You need something from the receiver in
reply. Example: advice or questions to be answered. The reply
is your desired outcome.
• OPEN ENDED EMAIL- To keep the communications lines open,
for the purpose of some future result or benefit.
• ACTION EMAIL-The goal is not the reply but the action on the
part of the receiver. Example: sales pitch , or asking for a
website exchange link etc.
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 Elements of an Email
• The TO Line
• CC and BCC
• The Subject Line
• Attachment Parts
• Message box
 Salutation Of An
 Body of email
 Closure with signature
Email
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 Role of Email Communication
in Business
• Formal communication
• Email is quick or easy and costs low
• Email communication is broadly
important for business growth
• Maintains a connection with your
supporters
• Keeps record of conversations

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 Email Etiquette- Definition
Email etiquette refers to the principles of behaviour that one
should use when writing and answering email messages. It is
also known as the code of conduct for email communication as
it is less personal than phone or in-person conversation.

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 Steps for Writing Professional
Email
• 1. Use a professional email • 7. Check the tone of your
address. message.
• 2. Have a compelling subject • 8. Write a simple closing.
line. • 9. Use a professional signature
• 3. Start with an appropriate • 10. Use CC and BCC fields
greeting. wisely.
• 4. Have a strong attention • 11. Schedule your emails.
grabber.
• 12. Do a final spelling and
• 5. Keep your message concise. grammar check.
• 6. Be consistent with your font.
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 Email Etiquette
Email etiquette or rules are evolving because of our increased
use of email. Some general etiquette should be observed.
Need of Email Etiquette for three reasons
 Professionalism: by using proper email language your
company will convey a professional image.
 Efficiency: emails that get to the point are much more effective
than poorly worded emails.
 Protection from liability: employee awareness of email risks will
protect your company from costly law suits.
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Poor Email Content

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Better Email Content

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 Email Etiquette Rules
• Be concise and to the point • Keep attachments to minimum
• Use proper spelling, grammar and mention your attachment
& punctuation in the content
• Make it personal. Avoid using • Take care with abbreviations
BCC and CC unnecessarily and emoticons
• Answer swiftly • Take care with rich text and
HTML messages
• Use a meaningful subject
• Use active voice instead of
• Read email before you send it
passive voice
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 Poor Usage Examples
• No subject line
• Action required and key points
are hidden in the message
• Misusing the global distribution list
• Discussion that could have
been done over the phone

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 Use Smart Subject Lines
Poor Subject Line Examples
• Weekly Minutes
• Here are the URLs
• Re: presentation
• (blank subject line)
• Unrelated subject line
• sending an email with an old subject line

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 Use Smart Subject Lines
Good Subject Line Examples
• FYI: Meeting minutes from 3/14 discussion
• Reports Included: Minutes from MRM, all Reports due Friday
4/1
• DISTRIBUTE: Program agenda & related information
• Ramesh, Kirti: need you at noon meeting with your updates
• AGENDA: Staff meeting Thurs 3/12 10:00 pm
• Robin: I will attend the MRM & present summary. (EOM)
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 Think Before You Click
• Don’t automatically “REPLY TO ALL”
• Take one last look at your distribution list – is this email
necessary for all recipients.
• Eg. Welcome Mail – when replying, send it only to the person to
be welcomed.
• Once the email discussion goes beyond 2-3 replies anyway, it’s
time to pick up the phone.

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 General Tips(FONTS)
- Use standard font throughout the message content
- Avoid coloured fonts in a professional email
- Be very specific with the use of bold, italic or underline font style
- Keep the size of the font visible and constant
- Paragraph and line spacing should be legitimate and visually
appealing
- Avoid short forms or slang (e.g. ‘u’ instead of ‘you’, ‘y’ instead of
‘why’, ‘r’ instead of ‘are’, etc)

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 Assessment Pattern
Students are assessed on the basis of the following
parameters:

• Hourly Test- 2
• Assignments
• Surprise Test
• Quiz
• Engagement Task
• End Semester Exam
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 References
• https://jerz.setonhill.edu/writing/e-text/email/
• https://www.indeed.com/career-advice/careerdevelopment/how-
to-write-a-professional-email
• https://turbofuture.com/internet/Disadvantages-of-Email
• www.avispl.com/resources/
• www.slideshare.net/bhunuzz/tele-conferencing-and-video-confe
rencing
• Book Lesikar R.V., Petit J.D., Business Communication, Tata
McGraw (2016), New Delhi.

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