Gyaan Kunja Tuition Centre English Grammar: Chapter–41 : Professional Email Writing Techniques

 

Chapter–41 : Professional Email Writing Techniques

(প্ৰফেছনেল ইমেইল লিখাৰ কৌশল)

এই অধ্যায়ে শিক্ষাৰ্থীলৈ formal, clear, concise, আৰু professional email communication শিকায়। ই workplace, academic, আৰু official correspondencesৰ বাবে অত্যন্ত প্ৰয়োজনীয়।

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41.1 Email Writing কি?

Definition:
Email = electronic mail, যি professional / personal communicationৰ বাবে ব্যৱহৃত হয়। Professional email = formal communication between colleagues, clients, or institutions.

Purpose:

• Convey information clearly

• Make requests / share reports

• Confirm meetings or deadlines

• Maintain professional record

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41.2 Components of a Professional Email

1. Subject Line – concise and descriptive

   • Example: “Request for Monthly Sales Report – June 2025”

2. Salutation / Greeting

   • Dear Mr./Ms. [Last Name],

   • Dear Team,

   • To Whom It May Concern (formal / unknown recipient)

3. Opening Paragraph

   • State purpose clearly

   • Keep it brief and to the point

   • Example: “I am writing to request the submission of your monthly sales report for June 2025 by 25 June 2025.”

4. Body / Details

   • Expand purpose with necessary details

   • Use bullet points for clarity

   • Avoid long paragraphs

5. Closing Paragraph

   • Call to action or expectation

   • Polite closure

   • Example: “Please let me know if you require any assistance in compiling the report.”

6. Formal Closing

   • Yours sincerely / Yours faithfully / Best regards

   • Name, Designation, Contact Information

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41.3 Tips for Effective Professional Emails

1. Clarity: Keep sentences short and easy to understand

2. Professional Tone: Avoid slang, casual expressions, or emoticons

3. Conciseness: Stick to relevant information only

4. Formatting: Paragraphs, bullet points, headings if necessary

5. Proofreading: Grammar, spelling, punctuation

6. Response Time: Reply promptly if expected

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41.4 Common Types of Professional Emails

1. Request Emails: Requesting documents, approvals, or assistance

2. Confirmation Emails: Confirm meetings, schedules, or submissions

3. Follow-up Emails: After meetings or prior communications

4. Complaint / Grievance Emails: Formal expression of issues

5. Report Submission Emails: Sending reports or project deliverables

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41.5 Sample Professional Emails

A. Request Email

Subject: Request for Monthly Inventory Report

Dear Mr. Das,

I hope this email finds you well. I am writing to request the submission of the monthly inventory report for June 2025 by 25 June 2025. Kindly ensure all items are updated accurately in the report.

Please let me know if you require any assistance.

Best regards,
Ananya Sharma
Inventory Manager
ABC School
ananya.sharma@abcschool.com

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B. Confirmation Email

Subject: Confirmation of Meeting – Project Discussion

Dear Team,

This is to confirm that the project discussion meeting is scheduled on 20 June 2025 at 11:00 AM in the conference room. All team members are requested to be present with their project updates.

Best regards,
Ravi Verma
Project Coordinator
ABC Digital Solutions
ravi.verma@abcdigital.com

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C. Follow-up Email

Subject: Follow-up on Pending Reports

Dear Ms. Patel,

I hope you are doing well. This is a gentle reminder regarding the pending sales reports for June 2025. Kindly share them by 22 June 2025 to ensure timely submission to management.

Thank you for your cooperation.

Yours sincerely,
Ananya Sharma
Sales Manager
ABC Enterprises
ananya.sharma@abc.com

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41.6 Common Mistakes in Professional Emails

❌ Vague subject line
❌ Informal language or slang
❌ Long, unorganized paragraphs
❌ Missing signature or contact details
❌ Forgetting to proofread

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41.7 Exercises

A. Email Writing Practice

1. Request permission for organizing a workshop

2. Follow-up email for pending fee submission

3. Submit a project report via email

B. Peer Review Exercise

• Exchange drafted emails with classmates

• Review for clarity, tone, formatting, and professionalism

C. Subject Line Improvement

• Convert vague subjects into precise, action-oriented subject lines

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41.8 Chapter Summary

✔ Professional emails = formal, concise, clear, and polite
✔ Structure: Subject → Salutation → Opening → Body → Closing → Signature
✔ Correct tone, formatting, and proofreading are essential
✔ Practice with real-life scenarios improves workplace readiness