1. How to Write Emails
in English

2. Emails are lettersEmails are letters
Usually shorter and less formal than
letters, abbreviated forms
In business world, you should try to
appear more formal, not too casual

3. Write an effective subject lineWrite an effective subject line
To catch reader‘s attention
Brief and specific
Avoid UPPERCASE

4. Begin with a greetingBegin with a greeting
Depending on the formality of the
relationship
Dear Mr. Fox, Hello Monica
To Whom It May Concern

5. Thank the recipientThank the recipient
Replying to client‘s inquiry
Thank you for contacting ABC company
Find anything to thank for
Thank you for your prompt reply

6. State your purposeState your purpose
If you are initiating the communication
Make it clear early in the email
Keep sentences short and clear
I‘m writing to enquire about…

7. Keep it short and to the pointKeep it short and to the point
Eliminate all the information that is not
necessary
State the most relevant and interesting
information first – people are busy
Short paragraphs (3-5 sentences)

8. End with a closingEnd with a closing
Thank again
Refer to future contact
Closing line: Best regards, Sincerely
Add your contact details
Proofread for typos and mistakes

9. Automatic signatureAutomatic signature
Steve Edwards, Marketing Manager
ABCD Inc.
Tel. +555-7654321
Fax +555-7654378
steve.edwards@abcd.com
www.abcd.com

10. Example of a formal emailExample of a formal email
Hello,
I read on your web site that you offer Music CD copying for large
quantities of CDs. I'd like to inquire about the procedures involved
in these services. Are the files transferred online, or are the titles
sent by CD to you by standard mail? How long does it usually take
to produce approximately 500 copies? Are there any discounts on
such a large quantity?
Thank you for taking the time to answer my questions. I look forward
to your response.
Jack Finley
Sales Manager, Young Talent Inc.
(709) 567 - 3498

11. Example of an informal emailExample of an informal email
Hi Tom,
Listen, we've been working on the Smith account and I
was wondering if you could give me a hand? I need
some inside information on recent developments over
there. Do you think you could pass on any information
you might have?
Thanks
Peter
Peter Thompsen
Account Manager, Tri-State Accounting
(698) 345 - 7843

12. Use the power of the internetUse the power of the internet
Use live links in your emails
Use grammar and spelling software to
check for any errors
Use synonyms dictionary, online
dictionary, thesaurus

13. Thank you and good luck!Thank you and good luck!