TATA CONSULTANCY

SERVICES

Presentation on
⮚ How not to write an e-mail with 5 examples
Team members:-
1. Vidhina Meshram(2301615) 5. Satish Memane(2315310)
2. Ved Soman (2306281) 6. Shritej Choukate (2306101)
3. Rahul Tidke (2314675) 7. Rohit Avhad (2317331)
4. Madhuri Mohod (2314739) 8. Vaibhav Patil (2301471)
CONTENTS
■ Introduction

■ Improper greetings

■ Bad subject line

■ Spelling and grammatical errors

■ Email should not be too long

■ Mass email

■ Be responsive not reactive

 INTRODUCTION
■ while writing an email many people do some common mistakes which
can be avoided.

■ In this presentation we are going to discuss how some common mistakes

we can avoid and how We can improve our email writing skills.

■ Mainly we are going to discuss how not to write an email as we all know
email is very very important in today's world and most important in
today's corporate world. So it is very important to write email in correct
manner. So we are going to discuss that with 5 examples.
 Bad subject line

Good email begins with the properly written subject line. It is

important to create good subject line to avoid any
misconceptions and better understanding of the content.
Points to remember:
- Don't use capital letters
-No vague request

-Less than 50 characters

-Change the subject according to the need

-No usage of negative words.

 Examples

Wrong subject lines Correct subject lines

1) Meeting 1) Agenda:Staff meeting

2) Regarding meeting 2) Discussion about the iOS app

project.
3) WEEKLY MEETINGS
3) Minutes of meeting for XYZ
4)This mail is written to inform you about client project.
the meeting that will be conducted.
4)ABC program update and
related information.
5)To attend the meeting
5)Reminder for Web seminar
Mass Email
■ Sending mail to dozens of people is one of the most surefire ways to
land in a spam folder.

■ Other than that, it is impersonal and off-putting to the receivers.

■ Sending single email takes more time, but success rate will be
considerably higher so it’s worth the effect.
Mass Email
■ How to Send Bulk Emails Without Spamming:

■ Avoid adding suspicious links or attachments.

■ Include a visible unsubscribe link.

■ Use a recognizable sender name and address. 

■ Mind the email design. 

■ Clean your mailing list regularly. 

■ Verify your mailing list.

Mass Email
■ Easy way to send mass email without mistake:
Email Should Not be Written Too
Long
■ Causes of long emails:-

1. You don’t know what you are trying to say.

2. You are forwarding a mess.

3. You don’t edit your emails.

4. You don’t know what you are talking about.

5. Sometimes content is may be right but extra information is provided.

 Scenario:- Shrikant was working on project and his file were stored in
hard drive, his brother has formatted a system and his files are deleted
but he has backup in office server and he needs to access thus he has to
write an email to Harish (Systems Team).

To:- harish.salwe@xyinfotech

Sub:- Requesting for server back up access.

Dear Harish,

My name is Shrikant Dev, (230152), I am working as Assistant Software Engineer in XY Infotech.

I need your help regarding accessing a server as I have encountered with a problem. The Problem is I was working on code and
all the data was stored in my hard drive in(C.=> Office files=>Bank project). But my brother has formatted the system and my all
data has been erased due to formatting . And consequently I have realized that I have back up at office server and now I need to
access it to recover files.

When I asked my manager he asked me to contact systems team, and systems team asked to contact you. So now I am sending
you this mail since this has happened with me first time I don’t know how to access server data . Please help me in this matter.

Reply as soon as possible.

Thanks and regards

Shrikant Dev, (230152)

ERROR
■ Good spelling, correct grammar and the appropriate
use of punctuation will give them more confidence in
the person.

■ Spelling errors and grammatical mistakes may also

change the meaning of your message, which might
result in miss information.

■ Grammar usage errors also negatively affect

judgments of the writer's personality.
ERROR
■ HOW TO AVOID THE SPELLING AND GRAMMITACL
ERROS MISTAKE:

■ Watch out for words with double letters. Take extra

special care when using these words.

■ Know which word you want to use and make sure it’s
the right one.

■ Get into the habit of using a dictionary regularly.

■ Practice spellings that are commonly misspelled.

■ When you read words the way you would pronounce

them, you will easily find the mistake
 IMPROPER GREETING
■ Do not forget to greet.

■ Start off with either 'Dear' or 'Hi' depending on your relationship.

■ Do not write 'to whomsoever', when you dont know their name.

■ Do not misspell their name.

■ Prefer closing with 'Regards', 'Sincerely' or 'Thank You' Over 'Cheers'.

 .
■ For Example -

1. “Good morning/afternoon/evening” has to be skipped. You do not

know the time of day the recipient will read his/her email

2. Hey! There's no place for such a greeting in business emails. Just leave
this greeting for your friends.
COMPLIMENTARY CLOSE:

A. Acceptable Close: B. Unacceptable Close:

1. Thanks 1. Thanking you

2. Regards 2. Yours Sincerely
3. Thanks & Regards 3. Yours Faithfully
4. Best Regards 4. Lot’s of Gratitude
5. Warm Regards 5. Your Employee/
(But not with client) Candidate
SIGNATURE:

1. Full Name
2. Designation
3. Department (if applicable)
4. Organization’s Full Name & Address
5. Contact Number
6. Email Address
7. Company’s Web Address
 EXAMPLES:

1. When responding to a 2. When accepting a job

meeting request:- offer:-

I look forward to meeting with I look forward to discussing

you next Monday. the details and next steps.
Thanks, Thanks & Regards,
Sameer Agrawal Shovan Chatterjee
Social Media Marketing Experienced Finance
Professional Professional
www.portfoliowebsite.co.in 678-555-6789
789-555-4567
Be Responsive NOT Reactive
Be Responsive NOT Reactive
● Avoid writing an email when you are upset or frustrated it is best to
sleep on it and respond the following day

● Avoid attaching unnecessary files.

● Be careful with your tone,your tone must match the goal of the mail.

● Remember you are judged by your writing skills.

 Be Responsive NOT Reactive
● “As per my last email…”

“You idiot. I already answered that question the last time we emailed. Can’t you
read?! Or were you just not paying attention? I’m not afraid to go Kimmy K on you
if you claim not to remember.”

● “Should you need further clarification, please don’t hesitate to contact me.”

“I’m not sure why you’re having such a hard time grasping this concept, but please,
feel free to pester me to explain it again.”
“

● Sorry to bother you again.”

I’m really not sorry. Do your job.”