EMAIL COMPOSITION & COMMUNICATION PROCEDURE  

 

1. Purpose  

To ensure all official email communication is  clear, professional, traceable, and consistent  across projects.  

 

2. When to Use Email  

Email must be used for:  

  • Client communication  

  • Approvals / confirmations  

  • Submissions ( MoM , reports, documents)  

  • Instructions from HO  

  • Any matter requiring record or audit trail  

 

3. Email Subject Line (Mandatory)  

  • Subject must be  clear and specific  

  • Avoid vague subjects like  “Update”  or  “Hi”  

Correct Examples:  

  • Submission of  MoM  – Site Meeting dated 05 Jan 2026  

  • Request for Approval – Roster Change (Trainer)  

 

4. Email Body Structure (Standard Format)  

A. Greeting  

Use polite and professional greetings:  

  • “Dear Sir / Madam,”  

  • “Dear Mr. ___,”  

  • “Dear Team,”  

 

B. Opening Line  

State the purpose clearly in the  first line .  

“This is to inform you that…”  
“Please find attached…”  

 

C. Main Content  

  • Use  short paragraphs or bullet points  

  • Mention:  

  • What  

  • Why  

  • Action  required  (if any)  

  • Timeline  

 

D. Closing Line  

End politely:  

  • “Kindly review and confirm.”  

  • “Please let us know if any clarification is required.”  

 

5. Email Signature (Mandatory)  

Every email must have a  standard signature .  

Signature Format:  

Regards,  

Full Name  

Designation  

CLIDE Consulting (OPC) Pvt. Ltd.  

Mobile:  

Email:  

 

6. Email Thread Management (VERY IMPORTANT)  

Do’s  

  • Always  Reply / Reply All  on the same email thread  

  • Keep  previous  email trail intact  

  • Use  Reply All  when multiple stakeholders are involved  

Don’ts  

❌  Do not start a new email for the same topic  
❌  Do not change subject line unnecessarily  
❌  Do not  delete previous  email history  

 

7. Attachments & References  

  • Name attachments clearly  

  • Example:  MoM_Site_Meeting_05Jan2026.pdf  

  • Mention attachment in body:  

“Please find attached…”  

 

8. Professional Email Etiquette  

  • No slang or informal language  

  • No typing in ALL CAPS  

  • Proofread before sending  

  • Avoid emotional or argumentative language  

 

EMAIL EXAMPLES  

Example 1: Submission Email  

Email  

 

Subject  -  Submission of  MoM  – Site Meeting dated 05 Jan 2026  

[Control]  

 

Dear Sir,  

Please find attached the  Minutes of Meeting ( MoM )  for the site meeting held on  05 Jan 2026 .  

Kindly review the same and let us know if any clarification or correction is  required .  

Thank you.  

Regards ,  
Name  
Designation  
Company name  
Mobile: ______  
Email: ______  

 

Example 2: Request for Approval  

Email  

 

Subject  -  Request for Approval – Roster Change (ER Operator)  

[Control]  

 

Dear Sir,  

This is to request your approval for a  proposed roster change for ER Operator  due to leave requirement.  

Details are mentioned below for your review and approval.  

Kindly approve the same to  proceed  further.  

Regards ,  
Name  
Designation  
Company name  
Mobile: ______  
Email: ______  

 

Example 3: Follow-up Email (Same Thread)  

Email  

 

Subject  -  Re: Request for Approval – Roster Change (ER Operator)  

[Control]  

 

Dear Sir,  

This is a gentle follow-up on the below email  regarding roster change approval .  

Kindly let us know your decision to enable further action at site   .  

Thank you for your support.  

Regards ,  
Name  
Designation  
Company name  
Mobile: ______  
Email: ______  

 

9. Compliance  

  • This procedure is  mandatory  for all project team members  

  • Non-adherence may lead to communication gaps and audit issues