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Email Communication techniques, Use a Professional Email Address - Coggle…
Email Communication techniques
Structure Your Email
Subject Line: Keep it concise and relevant (e.g., Meeting Reminder: Training Session on March 5).
Greeting: Use appropriate salutations (Dear Dr. Smith, or Hello Team,).
Opening: State the purpose of the email clearly in the first sentence.
Body: Organize information logically with short paragraphs or bullet points.
Closing: End with a polite closing and call to action (Looking forward to your response.).
Signature: Include your name, designation, and contact details.
Concise and Professional
Avoid long paragraphs; be direct and to the point.
Use professional language and avoid jargon/slang.
If the email is long, highlight key points in bold or bullet points.
Maintain Proper Tone and polite
Be polite and respectful (Could you please…, I appreciate your time).
Avoid using all caps (it seems aggressive).
Use emojis sparingly, only in informal emails
Proofread Before Sending
Check for grammar, spelling, and punctuation errors.
Ensure the email makes sense and is free of typos.
Use CC and BCC
BCC (Blind Carbon Copy): Use for mass emails to protect recipients’ privacy.
CC (Carbon Copy): Use it to keep others informed but not directly involved
Respond Promptly and Professionally :
If an email requires action, confirm receipt and give an expected response time.
Acknowledge emails within 24 hours, even if a full response takes longer.
Attach Files Properly
Label attachments clearly (Project_Plan_2025.pdf).
Mention attached files in the email (Attached is the project plan for your review.).
Ensure file sizes are reasonable; compress if necessary
Use a Professional Email Address
Avoid long paragraphs; be direct and to the point.
Use professional language and avoid jargon/slang.
If the email is long, highlight key points in bold or bullet points.