The Golden Rule

Attempt → Hint → Verify → Produce. Draft your email in 5 lines (Attempt), ask AI to shorten or tidy tone if needed (Hint), verify names/dates/attachments (Verify), then send with the right subject and a PDF (Produce).

Step 2: Subject Lines That Work (Action – Topic – Date)

Most people decide to open an email based on the subject. Use this formula:

Action – Topic – Date

• Examples:

  • Request – Hall booking for Science Talk – 14 Oct

  • Submission – One-Page Brief (PDF) – Grade 10A

  • Follow-up – Internship application – Ref: 2025/017

Keep it 8–12 words, front-load the action, and include a date or reference if it helps filing.

When replying: keep the original subject unless the topic has changed. If it changed, start a new thread with a new subject.

Step 3: Body in 3–5 Short Lines (Purpose → Context → Action)

Use a simple, respectful structure:

1. Greeting with name/title (e.g., “Dear Ms Perera,”).

2. Purpose in one line: “I’m writing to request a recommendation for…”.

3. Context in one or two lines: the essential details (where, when, reference).

4. Action line: the clear ask + time window.

5. Polite sign-off + Signature.

Keep paragraphs one or two sentences. Use a bullet list only if you have multiple short items.

Tone: friendly + professional. Avoid slang and emojis unless the relationship is already informal.

Step 4: Attachments and Links (PDF for safety, view-only links)

• Export to PDF for essays, reports, and slides. PDFs print correctly and avoid font issues (Sinhala/Tamil included).

• Name files clearly using your naming rule (Lesson 3): 2025-09-14_One-Page-Brief_V2.pdf

• Insert a view-only link to the editable master (Docs/Slides/Sheets) only if needed, and test it in incognito.

• In the email body, describe what each attachment is (“Attached: Brief_V2 (PDF, 1 page)”).

“PDFs keep your layout—and reputation—intact.”

Step 5: Thread Discipline (Reply, Reply-All, CC, BCC)

• Reply to the sender when only they need your answer.

• Reply-All only when everyone must stay informed (saves confusion).

• CC (copy) people who should see the message but don’t need to act.

• BCC hides recipients (use for large lists or privacy). Never BCC to deceive.

At the top of your reply, add a summary line: “Summary: venue confirmed for 2–4 p.m.; see brief attached.”

Step 6: Signatures, Undo Send, and Schedule Send

• Signature (2–4 lines): Full name | Role/Grade | Phone (optional) | Portfolio link (optional) Keep it plain text (no heavy images).

• Undo Send: set to 10–30 seconds in your email settings. It saves you from typos or missing attachments.

• Schedule Send: write at night, send at 9:00 a.m. next day—respect working hours and increase reply rates.

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Step 7: Special Cases (Rescheduling, Follow-up, Job Email)

• Rescheduling: apologise briefly, offer two new times, and confirm the calendar invite.

• Follow-up: wait 3–5 working days, then one short nudge with the original ask and the key file re-attached.

• Job email: put position in the subject; attach CV (PDF) named clearly; keep the body 4–5 lines.

Bad vs Better (Real Email Choices)

Essentials vs Nice-to-Have

Guided Writing: Build Your 3 Core Templates

Create a new Doc in Docs called Email-Template-Bank_V1.docx/gdoc. Add these three templates and adapt them to your context.

Template 1 — Request (information/approval) Subject: Request – [Topic] – [Date/Ref] Body: Dear [Title Lastname], I’m writing to request [what you need] for [purpose]. [1–2 lines of context: date/time/place/reference]. Could you please [the action] by [day/time]? I’ve attached [file] and included a view-only link below. Thank you, [Name] [Signature block] Attachments: [YYYY-MM-DD_File_V#.pdf] Link (view-only): [short description]

Template 2 — Follow-up (after 3–5 working days) Subject: Follow-up – [Topic/Ref] – [Date] Body: Dear [Title Lastname], Just checking in on my note below about [topic]. Summary: [1 line of what you need + by when]. I’ve re-attached [file] here for convenience. Thank you, [Name] Attachments: [PDF again]

Template 3 — Thanks / Close the loop Subject: Thanks – [Topic] – [Date] Body: Dear [Title Lastname], Thank you for [help/approval/meeting]. Summary: [1 line of outcome and next step/date]. Appreciate your time. Best regards, [Name]

Use these three often. Most professional email is request → follow-up → thanks.

Exercises: Practise Now

Exercise 1 — Set Up (5–10 min) Create your signature (2–4 lines). Turn on Undo Send (10–30s). Test Schedule Send for tomorrow 9:00 a.m.

Exercise 2 — Send to Yourself (10 min) Write one Request email to yourself. Attach your Brief_v2 (PDF) and include a view-only link to the master Doc. Open on your phone; check that the PDF and link work.

Exercise 3 — Reply with a Summary (5 min) Reply to the same thread with a one-line summary and one question. Use Reply (not Reply-All).

Exercise 4 — Follow-up Template (5–10 min) Adapt the Follow-up template for a real situation (internship, recommendation). Save it in your Template Bank.

Quick Win Change your last three email subjects to the Action – Topic – Date format and watch your reply rate improve.

Artifact to Produce

• Email Template Bank (Doc) with the three templates above (Request, Follow-up, Thanks) adapted to your context.

• Include screenshots (blur names) showing signature, Undo Send, and Schedule Send settings.

• Export a PDF to Outputs: YYYY-MM-DD_Email-Template-Bank_V1.pdf

Self-Verification (SV) Checklist

• Subject uses Action – Topic – Date

• Body = 3–5 short lines (Purpose → Context → Action)

• PDF attached, correctly named with date and version

• View-only link added and tested in incognito

• Signature set (2–4 lines, plain)

• Undo Send enabled (10–30s)

• Schedule Send tested (e.g., 9:00 a.m.)

• Reply vs Reply-All used correctly in a practice thread

• Three templates saved in Doc and exported to PDF

• Tone checked: polite, concise, no slang/emojis

Mobile Tip (Android & iOS)

• Add your signature in the email app settings; it syncs to every message.

• Attach from Drive by tapping the paperclip → Insert from Drive (saves data and keeps names clean).

• Long-press text to select; use the bold only for headings or keywords.

• If your connection is weak, schedule instead of sending immediately.

Stuck? Fast Fixes

• Recipient can’t open the file: send a PDF and view-only link; test link in incognito.

• No reply after a week: send the Follow-up template (short, polite), re-attach the PDF.

• Name/title unclear: use the safest form—Ms/Mr + Lastname—until told otherwise.

• Thread out of control: start a new thread with a new subject summarising next steps.

• Accidentally sent too soon: use Undo Send; if too late, reply immediately with the missing info and “Apologies for the second email.”

Common Roadblocks (and simple fixes)

If you write a long story, you’re making the reader do your work. Flip it: Purpose first, then the two facts needed to say yes, then the ask. If you keep forgetting attachments, write the word “Attached:” first, attach the file, then finish the body. If group emails become confusing, use CC for visibility and Reply to the right person with a summary line. Respect time zones and working hours—Schedule Send is your friend.

“Short + clear + polite = professional.”

Keeping Yourself Motivated

Notice the response time when your subject is precise and your ask is clear. Notice how teachers and employers mirror your structure in their replies. Add a line to your Portfolio README: “Set signature + Undo Send; sent first Request email with PDF and got a same-day reply.” These are small wins with big effects.

Your First Step Is Complete

You can now write professional emails: a strong subject, a short body with a clear ask, safe PDFs and view-only links, a neat signature, and disciplined threads. Your Email Template Bank (Doc + PDF) is saved in the right folders, and you’ve tested Undo Send and Schedule Send.