WRITING SKILLS

Objective of the session.

To understand the measures
business emails effective.

that

makes

To adopt necessary email etiquettes necessary in

a professional field.

KNOWING IT!!!!
Good writing skills are
imperative in any organization.
Businesses and organizations rely on efficient and
effective email.
E-mail is the most common way to communicate.
Effective email writing skills is therefore
intentionally taught, practiced, reinforced, and
valued in every organization.

 THE CONCEPT
No unique talent and mental
ability required.
Certain simple rules that are to be
followed.

RULE-1: Strengthen
the Subject
Use Keywords in Subject line
Avoid high priority options like
URGENT, IMPORTANT etc.
E.g.: Subject-Meeting
Subject- Remainder of 10am
meeting scheduled on 10/06.

Rule-2: Keep the

message focused.
Keep
your
readable.

message

Dont depend upon bold

font or large size letters.

Rule-3: Avoid
attachments.
Avoid attaching a file. Only
attach when required.
Its better to just copy-paste
the most important part.

Rule-4: Identify yourself

clearly.
You should write a signature line.
Contact details should be complete.
E.g.: Sincerely,
XYZ
3rd year Electrical
ABCT
Phone:9876543210

Thanks & Regards,

Paresh Sen
Owner
Reliable Landscaping, Inc.
0674-230230 (office)
+91-987654321 (cell)

Rule-5: Be kind
and dont flame.
Control the anger and
keep cool.
E.g.: I tried all morning to
get in touch with you.
Couldnt you find a few
minutes in between meetings
to check your messages? Im
having a rough time on this
subject, and Im sorry if this
is last-minute, but Ive never
done this before and I think
the least you could do is take
some time to explain it again.

Rule-6: Look Before

you LEAP.
If you are asking someone else
to do work for you, proofread
it.

Rule-7: Balance
Formal/Informal.
Avoid
,abbreviations,
nonstandard punctuation.

and

Never use informal language in

formal situation.
E.g.: IIRC for if I recall
correctly, LOL for laughing out
loud, ASAP for as soon as
possible etc.

Rule-8:
promptly.

Respond

Make yourself available to

your correspondents promptly.
Response should be within
24hours or the specified time
limit.
Never
keep
correspondent waiting.

your

Email Etiquette.
Be concise and to the point.
Reply to original message only
and dont just forward the
message
Use CC: field sparingly.
Use the Bcc: field while you do
not want all addressees to
know.
Bccs
within
creates distrust.

organization

 Don't forward any junk mail or

reply to spam.
Never use email to discuss
confidential issues.
Do not overuse reply to all.
Do not forward chain letters.
Check the appropriateness of
email.
Avoid derogatory remarks.

 Make one point per email with

a user friendly fonts.
Use proper structure and
layout.
Humor is riskier.
Spelling still counts.
Make email ids which looks
professional.

Answer the following questions

with true and false.

Sl.
Questions
No.
1. It is not necessary to use meaningful and
clear subject
2. Always avoid long sentences.

Options

True
True

3.

Read the email before you send it.

True

4.

True

6.

Write the email in all capitals or all small

letters.
Avoid using Urgent or Important in the
subject.
Always use cc field when writing a mail.

7.

Answer to the point and to all questions.

True

5.

True
True

Fals
e
Fals
e
Fals
e
Fals
e
Fals
e
Fals
e
Fals

Last words.
Email is indeed an
excellent tool in business
scenario.
Hence an effective email
should follow certain
rules, obvious etiquette
and focus on 5 Cs that is:
Courtesy
Clarity
Conciseness
Correctness
Completeness

TCS VA FORMAT
This is a simple test for 10 minutes.
In this test applicants will be assessed based on
the proper usage of the given keywords and
grammar. Be careful of spelling mistakes and
wrong punctuations.

SAMPLE NO. 1
Using the following phrases, write an email with
minimum of 70 words to the customer Mr. Gill
Roy explaining delay to the project.
Payment processing system Schedule 10th
May (Friday) Unexpected power outage 3 days
Overall delay 7 days includes recovery of lost
work will not recur

SAMPLE SOLUTION - 1
Dear Mr. Gill,
As you know the earlier schedule to deliver the project Payment processing
system was on 10th May (Friday). The same has been delayed, due to an
unexpected power outage since the past 3 days at our offshore site. We have lost
many important files for which we dont have any backup.
Our primary area of concern includes recovery of lost work in which the team is
devoting most of the time.
Hence we are expecting an overall delay in the delivery of maximum 7 days,
within which the team will work on the issues and everything will be sorted out.
A sincere apology for the delay and at the same time we ensure that the mistake
will not recur in future.
Best Regards
Khusboo

Alternative Solution-1
Dear Gill,
We are very sorry to inform you that the project 'Payment Processing
System has been delayed due to unexpected power outage of 3 days,
which was to be delivered on 10th May (Friday).
The overall delay will be of 7 days where our primary motive includes
the recovery of lost work, for which we don't have back-up. We're
extremely sorry for the delay and inconvenience caused and assure
you that this will not recur in the future and shall maintain the
schedule as discussed.
Regards,
Manasa V

SAMPLE NO. 2
You are a team leader in a company and you have
to write an email to one of your team member
appreciating his/her work.
thank you - efforts - hard worker - weekend work timeliness - client appreciation - successful
completion - extra work hours - good skills - keep
it up

SAMPLE SOLUTION - 2
Dear Jyoti,
On behalf of all the team members I want to thank you for your efforts and timeliness in
completing the job.
Your weekend work and extra work hours have not only resulted in successful completion of
the project but have also brought client appreciation for the entire team. You are a hard
worker in real sense.
I hope that you will show the same level of dedication and apply your good skills for all future
projects.
Keep it up!
Regards
Khusboo

Alternative Solution-2
Dear Amar,
I congratulate and thank you for your outstanding performance. Your efforts have
finally paid off and you have proved yourself as a true hard worker by taking extra
work hours.
The timeliness and the successful completion of the project has given us immense
client appreciation. Your good skills were reflected throughout the project. All the
extra work hours is worth appreciating.
Keep it up! Our company is proud of such employees . Hope you continue with
the same zeal and enthusiasm.
Regards,
Adarsh Singh

SAMPLE NO. 3
Write an e-mail minimum 70 words to the manager of a
company called ITEX, Complaining about a delivery service
bought a product , didn't work , called customer care , put me
through automated Tele-services , on hold , for 19 minutes ,
got disconnected , wrote an e-mail , reply , sorted out , 2
days , problem still unresolved

SAMPLE SOLUTION - 3
Dear Sir,
ITEX is supposed to be undoubted leader in the mobile industry but I am really
surprised about the delayed delivery service of my order no 12425333.I bought a
product, BRO 65, recently but it didnt work as there was display problem. I have
called customer care many a times and very time they have put me through
automated Tele-services or on hold. Once I was on hold for 19 minutes and after
that it got disconnected automatically.
Then I wrote an email regarding the same. I got a reply which said that the
problem will be sorted out in 2 days but the problem is still unresolved. I will be
grateful if you look into the matter and get back with a solution as soon as
possible.
Regards,
Raj Singh
+91-987654321

Alternative Solution-3
Dear Sir,
I bought a product from your company, but I am really disappointed with the delivery
service. The product was delivered two weeks late. When I opened the parcel and
switched on my laptop , it didnt work.
Immediately, I called customer care ,first I was put on hold for 19 minutes then they put
me through automated Tele-services and finally got disconnected. I wrote an email to
which I got a reply that my problem will be sorted out in 2 days but the problem is still
unresolved .
I will be grateful if you look in to the matter and resolve my problem as soon as possible.
Regards,
Karan Nath
0674-xxxxxxx