Hitbullseye

Email Writing

As a part of the Pre-Placement Test, companies like TCS, Tech Mahindra, Capgemini, IBM, and several others ask the candidates to write a formal email within a certain time and word limit. This is in addition to the aptitude test. The email writing assesses the candidates on their comprehension skills as well as their ability to make a formal conversation. Following is a list of points you should keep in mind while preparing for this question type:
Points to Remember
  • Read the instructions very carefully
  • Stick to the given word and time limit
  • Note that each company has distinct limit for word and time
  • Minimum words for online writing should be 50 otherwise your email cannot be validated
DOs
  • Addressing and signing should be done as mentioned in the given question
  • Salutation is most important in the email writing as most students make error here
  • You can use your own phrases along with the phrases given
  • Be to the point
  • Use professional language but be polite
DON’Ts
  • Don’t be too casual or verbose
  • Don’t make grammatical, punctuation and spelling errors
  • Avoid using letter writing phrases such as “Thanking you” when you are not asking for a favour; Remember, this is email writing
Sample Email:
You are a team leader at IBM and you have to write an email to your team members informing about the monthly meeting to be held next week where they have to present the work done in the last month. Draft an email with a minimum of 70 words. Please use the specified words and correct English (spelling and grammar).
From: teamlead@ teamibm.com
Subject: Regarding monthly team meeting on dd/mm/yyyy
Dear Team Members,

I'm writing to invite you all for our monthly meeting scheduled on dd/mm/yyyy. We shall all present our work progress report and issues faced during the last month. I would also like to invite in suggestions to counter the problems being faced. Kindly, email me an excel sheet briefing the work done at least 2 days prior to the meeting.

The meeting will be at 6:00PM on dd/mm/yyyy in the cafeteria of Building 1. I hope to see you all there.
Best,
Name XYZ,
Team IBM
Sample Questions:
  1. Draft an email with a minimum of 70 words, with the outline given. Please use the specified words and correct English (spelling and grammar).
You are a team leader in a company and you have to write an email to one of your team member appreciating his/her work.
Outline: Thank you - efforts - hard worker - week end work - timeliness - client appreciation - successful completion - extra work hours - good skill - keep it up
  1. Your project manager wants you to travel to USA to meet clients and gather requirement. Using the following phrases, write an email with a minimum of 70 words and a maximum of 150 words to the travel department requesting them to book flight tickets.
Outline: Three weeks - belong to XYZ project - closer to office - reach Seattle this Saturday - duration of stay - book hotel - travelers cheque or cash - ensure port of departure is Chennai - prefer transit via Frankfurt
  1. Draft an email with a minimum of 70 words, with the outline given. Please use the specified words and correct English (spelling and grammar).
Write an email to your client Margaret, explaining that the "Invoice processing project" is late. Sign the email as Sandra.
Outline: invoice processing project - delayed - project leader - ill - hepatitis - three weeks - expect - delay - one week - me know - if - need – clarifications
  1. As your company is doing good business and expanding, your company is relocating its office to a new address. Using the following phrases, write an email with a minimum of 70 words and a maximum of 100 words to your customer informing the change in address.
Outline: near outer ring road - shifting to - bigger office space - November 10 - change in telephone number - new address is provided below - fourth floor - Cesina Business Park
 
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