Email Framework

Categorize your content into opening, body and closing paragraphs

EMAIL FRAMEWORK

Salutation

OPENING
1st Paragraph
 Personal Greeting
 Communication / document reference, Statement connoting your purpose

2nd Paragraph
 Background details - Summary of the end user’s need / summary of problem /
summary of requirement
 Any contextual information reader needs to know before you propose your idea

MAIN BODY
1st paragraph
 Topic sentence - Lead in with main opinion / main idea / forecast of paragraph
 Supporting facts and examples
 Desired action from the reader
 Concluding sentence

2nd paragraph
 Other points with facts and examples
 Concluding sentence

3rd paragraph
 Objections / Reassurances / Any negative news

CLOSING
4th Paragraph (Action)
 Restate your Request / Suggestion / Opinion / Recommendation
 Desired action from the reader and yourself with time references

5th Paragraph
 Personal closing

Sign Off

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 EMAIL CHECK LIST

CONTENT FRAMEWORK
1. Does my mail answer all the questions my Opener
reader has in mind? Background, Purpose of writing
2. Have I provided the specific benefits of my Body
suggestion? Tangible details
3. Have I built in enough criticality to get Logistics etc. – Who, when, where etc
action? Closer
4. Have I explained new information clearly? Call for action from reader
5. Did I provide enough background Rapport- Thanks
information for the message?
6. Does the conclusion have an action in it?
7. Have I built a good image of myself and my
organization?

8. Have I included ONLY the material essential

to my reader's purpose and understanding?

PARAGRAPHING AND SENTENCING LOOK AND ACCURACY

1. Headers, Listing points, tables 1. Spacing between Salutation and mail
2. Topic sentence to announce para topic, 2. Spacing between paras
concluding sentence 3. Aligned paras
3. Business Verbs 4. Bulleting / Numbering
4. Strong Conjunctions 5. Correct Salutation
5. Concrete words – names, dates, data 6. Subject line
etc. 7. Grammar, Punctuation, Spelling,
6. Varied Sentence Openers Indianisms
7. No repetition of big words across
consecutive sentences
8. Professional phrases
9. Personalized language – you, we, our, us
10. Purposeful opener and Rapport closer
11. Modern Global language
12. Concise sentences, 6 line paras

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 PERSONAL ERROR LIST

‘I’ to be in capitals; not more than one ‘and’; Usage of full stops and commas; the usage of
‘the’; fragmented sentences; excessive capitalization; usage of ‘has/have/had’; Double
conjunctions