Email etiquettes


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More Important ground rules to get your Email skills right.

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Email etiquettes

  2. 2. SALUTATION: Dear Mr Brown Dear Ms White Dear Sir/ Madam/ Stephen Hi, Hello Gentlemen Dear Colleagues/ Co-workers: Hi folks / AllLadies: (if all the recipients are women) Gentlemen: (if all the recipients are men)Dear Readers/ Greetings: / Greetings All: Hello, everyone: Hi Team, GM /GA/GE Hi There!! Hey!
  3. 3. THE REASON FOR WRITING WHEN YOU’RE INITIATING EMAIL CONTACT WITH SOMEONE NEW- OPENING OF THE BODY I am writing to inquire about the position posted in The Daily Mail. “Might I take a moment of your time…”I am writing to confirm the shipment details “Please may I introduce myself…” on order # 2346. “I’m just emailing to ask…” Sallie Dell has asked me to provide This is in reference to my Email information to you in support of her job application, and I am This email is with regards to... pleased to do so. I am writing to tell you about . . . “I’m a friend of Bob’s…” This product/service is designed to (help you) . . . We are writing to inform you that confirm .../to request I am writing in reference to . . . .../to enquire about ... Please refer to the enclosed I am contacting you for the following reason. invoice/brochure. I recently read/heard about . . . and would like to know . . . I am writing to confirm . . . Having seen your advertisement in ... , I would like to ... I would like to confirm what we discussed last Friday. I would be interested in (obtaining/receiving) ... I would just like to confirm the main points I received your address from ... and would like to ... we discussed . . . (Our new product) is coming out next month. I am writing to let you know that . . . Please be aware/ informed that . . . I would like to inform you of a recent policy Once you have introduced the reason for writing your change. business letter, move on to stating more specifically the I am happy to inform you that . . .Your request for funding has been approved. purpose of your letter. Here are a number of I am writing to tell you about ... possibilities: According to our records . . . As per our records show that . . .
  4. 4. MAKING A REQUEST: OFFERING HELP :Could you please send me your most recent We would be happy to ...brochure? Would you like us to ...Could you fax me the results of the market survey? We are quite willing to ...I would like to order ten copies of the book, Touchy Our company would be pleased to ..Situations. Thank you for your quotation of ...I would be very grateful if you could send me this We are pleased to place an order with your company for ...information. I am pleased to acknowledge receipt of your order n°..Please return the enclosed envelope with your Your order will be processed as quickly as possible.payment. We can guarantee delivery before ...We would appreciate it if you would ... REFERRING A PREVIOUS CONTACT/ CONVERSATION:I would be grateful if you could...Could you please send me . . . Thank you for your letter of March 15 ...Could you possibly tell us/let us have... Thank you for contacting us.In addition, I would like to receive ... In reply to your request ...It would be helpful if you could send us ... Thank you for your letter regarding ...I am interested in (obtaining/receiving...) With reference to our telephone conversation yesterday ...I would appreciate your immediate attention to this Further to our meeting last week ...matter. It was a pleasure meeting you in London last month.Please let me know what action you propose to I enjoyed having lunch with you last week in Tokyo.take. I would just like to confirm the main points we discussed on Tuesday . . . I hope you have had a chance to look over the materials we sent.
  5. 5. SAMPLE SENTENCES: GOODWILL/ GOOD NEWS GIVING A BAD NEWSThank you for your hospitality. UnfortunatelyI enjoyed having lunch with you last week while I was in New York. I am afraid thatCongratulations on your promotion to General Manager. Thank you for writing to ask about attending theI want(ed) to congratulate you on your new position. conference in Baltimore. I wish I could approveI was happy to hear that contract negotiations went well. your request.We are pleased to announce that ... Unfortunately these articles are no longerI am delighted to inform you that ... available/are out of stock.You will be pleased to learn that ... I am afraid that I will be able to attend the conference next week. We regret to inform you that ... Im afraid it would not be possible to ...APOLOGIZING: Unfortunately we cannot/we are unable to ... After careful consideration we have decidedPlease accept my apology for missing the meeting yesterday. I am (not) to ...very sorry that I was unable to attend. I am writing to express my dissatisfaction with ...I am writing to apologize for the difficulties you experienced last I am writing to complain about ...week at our branch. Please note that the goods we ordered on (date)Apologies for the delay in replying ... have not yet arrived.I regret any inconvenience caused We regret to inform you that our order n°--- isI would like to apologize for (the delay/the inconvenience) ... now considerably overdue.Once again, I apologize for any inconvenience. I would like to query the transport charges whichI am writing to apologize for the difficulties you experienced last seem unusually high.week at our branch.
  6. 6. When you’re asking the recipient to take some action - Closing Remarks“I would appreciate your help in this matter.” “Could you look into this?”“Would you mind checking it out for me?”“Thanks in advance.”“Can you get back to me once you’ve had a chance to investigate?”“I’d love to hear your advice on this one.”“I await a response at your earliest convenience.”“Can you drop me a quick word so I know you’ve received this?”“I look forward to hearing from you.”Thank you for your help please contacts us again if we can help in any way.There are any problems / you have any questions.“In reference to my email of June 20th …”“Just wondered if you got my email (June 20th)?”“When you get a moment, could you drop me a line about my last email?”“In reference to my last email”
  7. 7. THE FINISH- CLOSINGI look forward to hear from you... “I trust the above resolves your queries. Should you havehearing from you soon. any further questions, please do not hesitate to contactMeeting you next Tuesday. me.”Seeing you next Thursday. “I know that’s a lot to take in, so let me know if anything“Many thanks again for your time.” I’ve said doesn’t make sense.”“Just let me know if you have any questions.” “Hope the above helps, but email again if you’re still having“Drop me an email, or give me a ring, if you want any any difficulties.more information.” If you have further questions,Thank you for your assistance. If you require assistance, please contact:HTH! (Hope this helps!) If I can be of more help, please feel free to contact me at . .Have a great day! .Thank you so much! If we can be of any further assistance, please let us knowTalk to you soon! (TTYS) If I can help in any way, please do not hesitate to contactI look forward to meeting you on the 15th meI would appreciate a reply at your earliest convenience. If you require more information...An early reply would be appreciated. For further details ...We would be happy to . . . Thank you for taking this into considerationIf we can be of assistance, please dont hesitate to ask. Thank you for your help.I look forward to seeing you next week We hope you are happy with this arrangement.Looking forward to hearing from you We hope you can settle this matter to our satisfaction. " " to receiving your comments We look forward to a successful working relationship in theI would be happy to have an opportunity to work with futureyour firm. We would be (very) pleased to do business with your company.
  8. 8. SIGNATURE NOTE: ENCLOSING DOCUMENTS: Yours sincerely, I am enclosing Yours faithfully, Please find enclosed Best wishes, Enclosed you will find PFA Best regards, This Clipped document to- email refers.. Warm regards, I’ve attached a doc that containsThanks & Regards, In addition to my Email, I’ve also attached the Good wishes requested document.Respectfully yours I am enclosing ... Yours truly Please find enclosed ... Kind regards You will find enclosed ... Warmest regards You will find enclosed our most recent catalogue and price list. Many thanks We have pleasure in enclosing a detailed Kind thanks quotation. TrulyWith appreciation