Email Writing Guidelines 2025

• The training department created email writing guidelines in 2025
• The guidelines are presented by Eng. Ahmed Mekkawy

Purpose of Email

• Professionalism: Creating a good impression and establishing credibility
• Clarity and Understanding: Ensuring clear communication and efficiency
• Respect and Courtesy: Maintaining politeness and positive relationships with colleagues, clients, and other stakeholders
• Organization and Structure: Using logical flow for a professional image
• Efficiency and Effectiveness: Providing timely responses and actionable information
• Record Keeping: Maintaining documentation and accountability

Email Ethics

• Respect Privacy: Do not share email addresses without permission
• Confidentiality: Avoid sharing sensitive information over email unnecessarily
• Reply Promptly: Respond to emails in a timely manner, ideally within 24-48 hours
• Avoid Reply-All: Use the "Reply-All" function sparingly to avoid cluttering inboxes
• Be Polite and Respectful: Maintain a courteous tone, even in disagreements or complaints
• Avoid Misleading Information: Ensure all information is accurate and truthful
• Use BCC for Mass Emails: Protect recipients' privacy when sending emails to large groups

Email Structure

• Consists of subject line, greeting, opening line, body, closing line, sign-off, and signature

Subject Line

• Summarizes the main topic of the email
• Examples include:
  • Request for Quarterly Sales Report
  • Application for Marketing Manager Position
  • Request for Approval of Budget Increase
  • Catching Up
  • Exciting News!
  • Order Confirmation #12345
  • Invoice for Your Recent Purchase
  • Your Order Has Shipped!
  • January Newsletter - Exciting Updates!
  • Exclusive 20% Off for Our Valued Customers!
  • You're Invited to Our Annual Conference!
  • Follow-Up on Today's Meeting
  • Thank You for the Interview
  • Reminder: Upcoming Deadline
  • Re: Support Request #67890
  • We Value Your Feedback!
  • Apology for the Inconvenience
  • Team Update - January 2025
  • Important Company Announcement
  • Update to Company Policies

Greeting

• Opens the email with a polite salutation
• Examples include:
  • Dear Mr. Ehab
  • Hi Sarah
  • Hello Eng. Mohamed
  • To whom it may concern

Opening Line

• Introduces the purpose of the email and sets the tone
• Examples include:
  • I hope this email finds you well
  • I hope you're doing well! It's been a while since we last caught up
  • I wanted to share some exciting news with you
  • Welcome to our January newsletter!
  • Thank you for meeting with me today
  • This is a friendly reminder that the deadline for

Body

• Contains the main content of the email and should be clear, concise, and well-organized
• Introduction: Briefly state the reason for writing
  • "I am writing to discuss the upcoming project deadlines."
• Details: Provide necessary information, context, or requests
  • "We need to finalize the project plan by next Friday. Please review the attached document and provide your feedback."
• Conclusion: Summarize the main points or outline next steps
  • "Looking forward to your input."

Closing Line

• Ends the email on a polite note, often including a call to action
• Examples include:
  • Thank you for your time and consideration
  • If you have any questions, please contact HR
  • Please join us in celebrating this achievement at our next team meeting
  • Please let us know if there is anything we can do to assist you further
  • Please ensure all necessary documents are submitted by then
  • Let's plan to meet up soon

Sign-Off

• Provides a professional closing to the email
• Examples include:
  • Best regards
  • Sincerely
  • Cheers
  • Take care

Signature

• Includes the sender's name, position, and contact information
• Example:
  • Name: "John Doe"
  • Position: "Project Manager"
  • Contact Information: "john.doe@example.com | (123) 456-7890"

Email Writing Protocols

• Use a Clear Subject Line: Make sure your subject line is concise and accurately reflects the content of your email
• Professional Email Address: Use a professional email address, especially for business communications
• Proper Greeting: Start with a polite greeting, such as "Dear [Name]" or "Hi [Name]"
• Concise and Clear Content: Keep your email brief and to the point. Avoid unnecessary details
• Proper Formatting: Use standard fonts and sizes. Avoid excessive use of bold, italics, or colors
• Proofread: Always check for spelling and grammar errors before sending
• Appropriate Sign-Off: End with a professional sign-off, such as "Best regards," "Sincerely," or "Thanks," followed by your name

Email Types

• Consist of formal, informal, follow-up, transactional, marketing, customer service, and internal communication emails

Formal Emails

• Used for external professional communication
• Example provided includes subject, greeting, body, close, name, position, and contact information
• The subject is Request for Approval of Budget Increase
• Requests are written in a professional tone

Informal Emails

• Used for internal communication and updates among friends and family members
• Are written in a relaxed tone

Transactional Emails

• Confirms purchase or some other type of operation
• The example used is for recent purchases

Marketing Emails

• Are used to provide updates on events and new content
• The example used is for an annual conference invitation

Follow-Up Emails

• Are used to remind recipients about deadlines or next steps in a process
• The example used is for an approaching deadline

Customer Service Emails

• Used to apology for service issues and to ask for survey results
• The example used is for valuing feedback

Internal Communication Emails

• Used withing an organization to announce important details
• The example used is for company announcement