Emails 101

Emails 101

28 Skill Points

128 Active Job Seekers

20+ Hiring Partners

An email is far more than a simple block of text from one person to another. Every new message is a chance to press “send” with impact and elevate your professional reputation.

Properly Addressing the Recipient

You open a new email, click in the message area and grind to a halt!

Hmmm!  
How do I address this person? 
Do I start off with a formal title? More casual tone? What if I use the wrong introduction? 

We’ve all been there. And it’s confusing! So follow these simple rules :

  1. When addressing people 5+ years senior you would almost use "Hi Mr. / Ms. [ First Name ] "
  2. When addressing a prior acquaintance / same age group you may use " Hi [ First Name ] "
  3. Use the "Ms." unless you know that woman wants to be addressed as "Mrs."

The Big Ask!

With most emails, we need to include the "Big Ask".

Ask for a Coffee char

Ask for someone to put in a word about a job

Ask a colleague to connect you to another person

❌ DO NOT bury it at the end of the email.

✅ Go for it at the beginning of the email. It also makes you sound confident.

Example: Let’s say you want a meeting with a business owner to talk about freelance opportunities.”

Bury the Lead Version →

Hi Mr Mohit

My name is Rashmi, and I’m a web developer who specializes in small business websites. I hope you’re doing well.
For the past 3 years, I have worked with various media firms in Bangalore to create sharp websites for a range of clients.
 I have completed websites for a veterinary clinic, auto body shop, 24-hour gym, family-owned grocery and a teacher’s supply store.
Please see a few examples of my work down below:
Example 1
Example 2

I have reasonable rates and work quickly to finish the job. I can also provide references if you’d like.
Please let me know if we can meet and explore how I can help your team.
Thanks so much,
Rashmi
Where is the “big ask” in the email? The second to last line! ”Please let me know if we can ..." First, I am very busy and hence Rashmi needs to be upfront about what she wants. Second, a request at the end has a “pretty please” feel to it. Like she’s saying, “I don’t know if you’re busy or not but maybe you could find some time for me? ”

Assertive Version →

Hi Mr Mohit

My name is Rashmi, and I’m a web developer who specializes in small business websites. I hope you’re doing well.
If possible, I’d like to explore ways I can help your team on website projects.

For the past seven years, I have worked with various media firms in Houston to create sharp websites for a range of clients. I have completed websites for a veterinary clinic, auto body shop, 24-hour gym, family-owned grocery and a teacher’s supply store.
Please see a few examples of my work down below:
Example 1
Example 2

I have reasonable rates and work quickly to finish the job. I can also provide references if you’d like.

Please let me know when we can meet to talk further.

Thanks so much,
Rashm
Here, the “big ask” comes in line two: "If possible, I’d like to explore ways..." Right away, Mohit knows Rashmi wants a meeting to discuss freelance opportunities. Then, the rest of the email underscores why she deserves one. The “big ask” at the beginning is direct and feels more confident. Also, it shows that Rashmi values someone’s time. As in, “I know you’re busy. Let me get right to the point.”

Remember, don’t bury the lead. Put it right where people can see it.

Be careful with acronyms!

→ Provide the full name of the acronym on the first reference.

In 2012, I worked as a PM (Project Manager) for Praj Industries and managed projects for large Oil & Gas
Companies. As a PM, I was alos part of Business Development activities. 
Reader understood that "PM" mean "Project Manager" early into first sentence, all future reference can be just "PM"

Capitalisation matters!

→ Proper usage shows that you are mature, poised and smart.

❌ Job Titles

Incorrect: I’m a Marketing Coordinator at Base Camp Skill Labs.

Correct: I’m a marketing coordinator at Base Camp Skill Labs.
Job titles are lowercase unless they come before your name (ex: "Project Manager Mohit Malani is…")

❌ College majors

Incorrect: In college, I Majored in Marketing and Minored in Operations..

Correct: In college, I majored in marketing and minored in operations.
College majors and minors are lowercase — even the words “major” and “minor.” Uppercase comes into play if you describe the actual program/school (ex: " I studied engineering at the MBM Engineering College, Jai Narain Vyas University" ).

❌ Important-sounding career words

Common phrase in a resume objective statement 

Incorrect: Experienced Team Leader with strong Organizational Skills and a Successful career in Management.

Correct: Experienced team leader with strong organizational skills and a successful career in management.
We don’t capitalise non-specific career words no matter how important they seem (“Successful”). If you attend the Praj “Team Leader Training Seminar", then the words are uppercase because they’re a proper name.

Do not capitalise - Any other word that feels special but isn’t a proper noun.

Building Email signatures

❌ Do not give people 9 ways to connect with you.

✅ Less is more, focus on the best ones and make it easy for you and them by hyperlinking.

❌ Stay away from one big image

✅ Keep it text so email services won't block it.

✅ Link people to your blog or portfolio. A website (build a profile on the Notion and share it as a public web link) is more impressive so if you have one, include it.

✅ Make links easy to be clicked on phone.

Examples

For Full-time College students 

Mohit Malani
Secratory, Cultural Commitee
MBM Engineering College, 2008 batch
mohit@malani.com  |  +91 93217 48851
LinkedIN  |  My Porfolio 

For young professionals looking for job 

Mohit Malani
mohit@malani.com  |  +91 93217 48851
LinkedIN  |  My Porfolio 
I am keeping it simple and making it easy for employers to view her skills and expertise

For working professionals with a job 

Mohit Malani
Co-Founder, Base Camp skill Labs
mohit@malani.com  |  +91 93217 48851
LinkedIN  |  My Porfolio
Base Camp Website

I am keeping it simple and making it easy for employers to view her skills and expertise

Build your personal profile which remains ever-evolving with your projects, successes and progress.

Order to Follow

❌ Don’t add the email address until you’re ready to send. Here is why?

→ You click “Send” on accident while you’re in the middle of a sentence. Then you need “to write back awkwardly and say, “Sorry, didn’t mean to hit send yet!”

→ Even worse, you are writing an angry email to let off steam but never intend to go through with it. But if the email address is already in there and you mistakenly press “Send”…oops!

✅ Order to follow :

Subject Line → Email body → Attachments → Recipients email address

Email Framework

image

Example:

Subject: COO—The Toughest Job in the Bank

Mr. Sharma,

Ernst & Young recently reported that the COO has the toughest role in the C-suite. 
The COOs I work with tell me that the increasing complexity of the banking environment has made their job harder 
and more stressful than ever.

My team and I help COOs like you reduce complexity and stress with strategies to optimize growth and profit, 
mitigate credit risk, allocate resources effectively, and minimize regulatory surprises.

While I don't know if we are a good fit for your bank, why don't we schedule a short call to help me learn more about
 your unique challenges? From there we can decide if it makes sense to set up a deeper conversation.

How about next Thursday at 3:00 PM?

Rohan Dixit
Senior Account Executive
JunoSystems

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