Email Writing Lesson 4

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Lesson 4: Notes - Part 1

Correct Flow for Email Message Body:

Greeting - Message - Closing - Signatures

Greeting/ Salutation: The first words you write in the email message body to greet
someone by saying Hello, Hi, Hey, Dear Sir/Madam, etc.

Email message body mein likhe jaane wale shurwati shabd jaise ki Hi Sir, Hello
Madam, Dear Sir, etc

● Difference between Informal and Formal Greeting

Informal Greeting: The way we greet our friends and family. We don’t have to use this
in our work emails.

For Example: Hey, Hi Bro, Hey Buddy, Hello, Yo, etc.

Formal Greeting: The way we greet our colleagues, superiors, clients, etc.

Format:

● Dear Mr. (Last name),

● Dear Mr. (First name Last name),
Pro tip: Do make sure to add a comma without any space after greeting.

Examples:
● Dear Mr. Gupta,
● Dear Mr. Ajay Gupta, ● Hello Mr. Gupta,
● Hello Mr. Ajay Gupta,
● Good morning Mr. Gupta

Lesson 4: Notes - Part 2

Note: Never use Good Night. It’s not the ideal way to start a conversation instead use
Good Evening or Good

Afternoon. The best way is to start with Good day Mr. Gupta,

➢ Use Dr. rather than Mr. if you know that the recipient is a doctor.
➢ When sending an email to multiple people follow this pattern,

● Dear Mr. Verma, Mr. Singh, Mr. Siddiqui, and Mr. Paul,
● Hello everyone,
➢ Always use Ms. for a female not Mrs. (even if she is married).
● Dear Ms. Shalini Kapoor,
● Good morning Dr. Trivedi,
● Hi Ms. Kaushik
● Hello Ms. Fernandes,
● Good day Ms. Chakraborty,

➢When you are not aware of the gender of the recipient, consider starting the email
with Dear sir/madam,
➢ When sending an email to a person on a particular designation, use:
● To the VP of Sales,
● To the HR Manager,
● To the CEO,
Ø When the email is not for a specific person but is an announcement or notice for
concerned people, then we use:
● To Whom it May Concern:
Pro tip: Never forget to write the greeting and double check the spellings of the name
of the recipient after writing the greeting.

Lesson 4: Notes - Part 3

● How to Write the Perfect Closing?

Closing: Words that come before the signature and after the main message constitute
an email closing.

Woh shabd jo email signature se pehle aur main message ke baad aate hai unhe
email message ki closing kehte hai, jaise ki Thanks & Regards, Thank You, Hope to
hear from you soon, etc.

Pro tip: Do make sure to add a comma without any space after closing.

Examples:
● Thank you,
● Sincerely,
● Yours sincerely,
● Sincerely yours,
● Regards,
● Best,
● Best regards,
● Warm regards,
● All the best,
● Best,
● Thanks again,
● Cheers, (Not used commonly in India, but is accepted abroad)
● Best wishes, (Not used commonly in India, but is accepted abroad)

Pro tip: Keep only the first letter capital.

Avoid Using:

● C ya,
● Love,
● Take ● care,
● Catch you later,
● Hugs,
● Bye,
● See you later,
● Thx,

Lesson 4: Notes - Part 4

Drafting the Right Email Signature

Signature: It helps a recipient with information about you and your company. Email
signature aapke aur aapki company ke bare mein recipient ko information deta hai.
Ideal Email Signature Format:
● Full Name
● Official designation
● Company Name
● Contact Number
● Email address

Example:

Sahil Taneja
Customer Care Executive
Wow Software Pvt Ltd.
(+91) 9839839830
Sahil.taneja@wowsoft.com
The format mentioned above is a general format, but usually every company has its
own format. Moreover, you can add or delete any detail if you wish to as per your
choice.

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