8 Points to Keep in Mind Before Responding to an E-mail

8 Points to Keep in Mind Before Responding to an E-mail

How to improve my writing skills? This is a question that we often ask ourselves. E-mails have become part and parcel of our daily lives, especially at work.

Most of us send a good number of e-mails everyday at work, and sometimes spend the whole day on e-mails.

A well written e-mail is a sign of professionalism and can make or break your career. There are professional e-mail writing courses or Business e-mail workshops that focus solely on improve your email writing skills.

Email Writing Points

Here are some tips that you need to keep in mind before writing a professional response.

1. Read

This is the most obvious aspect and yet is the place where most of us make mistakes. It’s important that you read a mail as thoroughly as possible. You need to make sure that you understand the tone of the e-mail, the urgency, what is expected from you and who is sending it.

2. Salutation

Salutation is one of the crucial aspects of an e-mail as it’s the first few words of yours that the receiver is going to read. Make sure that you use salutations such as Dear or Hi as per the person. E.g. Hi Rohit

3. Drafting a response

Ensure that you acknowledge the requirement of the sender in the first few lines. For example, if you received an e-mail stating that the HR needs your address, you should ideally start your e-mail as below:

Hi Rohit,

Please find below my address:

Instead of:

Hi Rohit,

No 21, Raj Nagar, Chennai -113

Always make sure that you’re acknowledging the requirement of the sender. Make sure that you’ve provided all the information or explanation that was asked for in the mail.


Having a closing statement for every e-mail is critical, this indicates that you’re open to questions or any help pertaining to the e-mail.

Some examples of closing statement are:

For further queries, please do e-mail.

Please call me for further queries.

4. Do a spell check

A grammar mistake can sometimes be forgiven but a spelling mistake can cause a bad impression, especially as there are options to check the spelling. Do a spell check and ensure that there are no spelling mistakes in the e-mail.

Apart from spelling mistakes, ensure that you’ve used your punctuation’s correctly.

Write Email

5. Sign off

Ensure that you sign off your e-mail appropriately. Some examples of a sign off are:

Best Regards,

Warm Regards,


Thanks and Regards,

6. Read

Yes! Read again! Before you send your e-mail it’s critical to read the initial mail and followed by your response. Here you need to make sure that you’ve used the right name in the salutation, responded to the requirement and ensure that you’re not asking for any information that is already available in the initial email.

7. Reply to or Reply All

Sometimes you receive certain mails which are generic and meant for many. It could be a greeting, or seeking information, an announcement etc. In these cases, it’s important to ensure that you’re not marking unnecessary contacts in your To and Cc.

8. Other common mistakes

– Unwarranted use of capital letters. For example – I HAVE RECEIVED YOUR E-MAIL.
– Use of exclamation marks and question marks. Ensure that you’re not overdoing it.
– Using abbreviations or short forms for normal day to day words. For example – Pls, Appt, Sun, etc.
– Using a harsh or abrupt tone.
– It’s important to know how to write a professional e-mail as people tend to sometimes judge you based on it. So make sure that you’re not using any informal slang.

Stop asking yourself, – “How can I learn effective email writing?” and start taking actions to improve the same. Apart from these tips, taking part in business e-mail writing training or an e-mail writing etiquette training can also supplement to your knowledge.
At Aksent, you can learn the basics of e-mail writing and start drafting professional emails. We cover e-mail writing extensively and ensure that you walk out being confident to draft top notch e-mails. Contact us today to find how our e-mail writing courses can change the way you write!

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