1. Writing Professional Email
WRITING RIGHT

2. Why are you writing ?
It is Mandatory to have a meaningful Subject Line in all s.
In the body of the , set the scene- Maybe refer to a previous letter, contact or document.

3. To vs. CC :
The To and CC fields work similarly. Whether you put four addresses in the To field or put one address in the To field and three in the CC field, the four people will all receive the same . They’ll also be able to see every other recipients’ address.

4. CC vs BCC :
When you CC people on an , the CC list is visible to all other recipients. For example, if you CC and on an , Bob will know that Jake also received the , while Jake will know that Bob also received the .
BCC stands for “blind carbon copy.” Unlike with CC, no one can see the list of recipients on the BCC list. For example, if you have and in the BCC list, Bob won’t know that Jake received the , and Jake won’t know that Bob received the .

5. When to Use CC and BCC : CC is useful when:
You want someone else to receive a copy of an , but they aren’t one of the primary recipients.
BCC is useful when:
You want someone else to receive an , but you don’t want the primary recipients of the to see you’ve sent this other person a copy. For example, if you’re having a problem with a fellow employee, you might send them an about it and BCC the human resources department. HR would receive a copy for their records, but your fellow employee wouldn’t be aware of this.

6. Step 1 : Subject Field
ALWAYS include a meaningful heading in the subject line along with a brief outline of what the body will include.
Not more than 5 words.
Don’t write words in capital letters e.g. (YOUR CLARIFICATION IS NEEDED) as it reflects shouting.

7. Step 2 : Mail Body
Use the same font size in all your (recommended from 14 to 19).
Use only one font and only one color.
ALWAYS address the reader in a professional manner. If you are not sure who the reader is you can see the example on how you could address them, You should make it as personal as possible and avoid (Dear All ) as possible as you can.
e.g. Dear Miss Rose Dear Mohammed

8. Step 3 : Mail Body Start with ice breaker
E.g. I wish you a happy day, I hope my finds you well, Have a great day.

9. Step 4 : Mail Body
ALWAYS check your grammar before sending and NEVER use slang/ text speak
e.g. : LOL / WAG1/ WUUP2

10. Step 5 : Mail Body
ALWAYS keep language professional. If necessary ask a friend or colleague to proof read before you send the .
e.g. Would it be possible to request this information from you?

11. Step 6 : Mail Body e.g. Thank you in advance for your time
Be concise and polite. ALWAYS remember to use ‘please’ and ‘thank you’.
e.g. Thank you in advance for your time

12. Step 7 : Mail Body
ALWAYS check for spelling, grammar, punctuation and any careless mistakes.

13. Step 8 : Mail Closure
Add a signature block at the end of the to ensure the reader has details on how to contact you.
e.g. Emma Watson BSc Sociology and Criminology

14. Don’t : Don’t overuse “ Dear All” Don’t send unnecessary file
Don’t discuss confidential information in group mail
Don’t write CAPITAL only , If you write SO , You are shouting
Don’t use more than one question mark , ?????
Do not use letter colors

15. THANKS
By : Eslam Yehia