Formal Professional Emails - By Abd Al-Rahman Habiba

Formal Emails: Table of content
1. Gmail layout
2. Types of Emails
3. Parts of an Email
4. Confidentiality
5. The subject line
6. The Greeting (Salutation)
7. The Opening
8. The Body
9. The Closing
10. The Signature
11. Sample emails
12. References
© PED| Alexandria University | Abd Al-Rahman Habiba

1. Gmail layout

2. Four Types of Emails
1. No-Reply Email: Telling Information, Compliment,…etc.
2. Inquiry Emails: Advices or Answers for your questions.
3. Open-Ended Emails: Communication line is open.
4. Action Emails: Not a reply, But an Action is required.

3. Parts of an Email (Compose)

4. Confidentiality
To: Receiver’s Email Address
Subject: Email Subject
CC: Carbon Copy
BCC: Blind Carbon Copy

5. The Subject Line
• Informative, direct,
and states the main
issue in the email.
• Keep it short.
• Use Sentence Case.
• Change subject line
when Topic is changed
in replying.

The Golden Rule:
Tips Not Steps

6. The Greeting
(Salutation)
• For Formal or Business
Emails:
1. Individual Use Surname,
Not the first name
Dear Mrs. El-Daly
Dear Sir,
2. Contacting a Company,
Charity,..etc
To whom it may
concern
Gentlemen,

7. Opening Sentence
1- Line of thanks
Ex:- Thank you for contacting us.
Ex:- Thank you for your prompt
reply.
2- State your Purpose
Ex:- I am writing to enquire
about…
** Warnings **
1- No long introduction, No
Stories.
2- Set your purpose in the first
sentence.

8. The Body
1- Brief, But Polite.(Please,
Thanks,…etc.)
2- Reduce long messages or
send an attachment instead.
• Write about One Thing:
Send one when it’s done send
the other one.
• Use If … then” statements:
If so,… and If not,….

8. The Body
• Keep it Professional:
1- No Jokes, Emotions,
Inflammatory comments, or
Abbreviations.
2- Avoid as possible:
exclamation points, ellipses,
question marks, bold, italics,
underlines, or multi-colored
font
3- Capital letters = VERY RUDE
= You are Shouting

9. The Closing
• Do it Sloppily = Lose Precious
business opportunities.
• Courtesy is always important
Ex:- Thank you for your
consideration.
• Include an accurate follow-up
statement:
Ex:- If you have questions or
concerns, do let me know.
• If a response is required,
specify what, when.

9. The Closing
• Use a professional closing:
Ex:- Best regards,
Ex:- Sincerely,
Ex:- Thank you,
• For more casual emails:
Ex:- Best wishes,
Ex:- Cheers,
• For more formal emails:
Ex:- Yours Sincerely,
Ex:- Yours Faithfully,

10. The Signature
• Professional Signature = Easy
contacting.
Signature Structure:
1- full professional name
2- Job title
3- business phone/fax numbers
4- business street address
5- business website, if any
6- a legal disclaimer if required
by your company.

10. The Signature
• Automatic Signature:
Different signatures for different
addresses
If you send mail "from" multiple
addresses in Gmail, you can set a
different signature for each address
in the General tab of your settings.
Choose the second radio button in
the "Signature:" section.
Use the drop-down menu to choose
the appropriate address and set the
signature you want.

Revise, Check, And Review
• Before you hit the send button
1- Edit and proofread. You may think you're too busy to do the
small stuff, but your reader may think you're careless,
unqualified, or unprofessional.
2- Review and spell-check your email one more time to make
sure it's truly perfect.

Take Care
• Reply promptly to serious messages.
• If you need more than 24 hours to collect information or make a
decision, send a brief note to explain the delay.
• Some replies are delayed by electronic transmission. Explain the
delay.
• Check emails often.

Advanced Settings:
1- Undo Send: Gear Icon-
Settings-General-Undo
Send.
2- Desktop Notifications:
Gear Icon-Settings-
General-Undo Send.

11. Sample Emails

11. Sample Emails
Job Interview – Thank you

11. Sample Emails
Job Application – Cover
Letter

11. Sample Emails
Request For Update

12. References
• Compiled by Jaime Cabrera for the scholars of Albukhary International University
• Basic Explanations http:www.englishtown.com/community/channels/article.aspx?articleName=184-email
or www.ehow.com/how_4995393_end-email-professionally.html
• Good Explanations http:grammar.about.com/od/developingessays/a/profemails.htm;
home.comcast.net/~leparcell/email.html
• Practical Explanations http:www.lifehack.org/articles/communication/do-your-emails-suck-how-to-write-
emails-that-get-results.html
• Excellent Explanations (Detailed) http:thinksimplenow.com/productivity/15-tips-for-writing-effective-
email/
• Excellent Explanations (With Examples) http:jerz.setonhill.edu/writing/e-text/email/
• Concise Explanations 1 http:www.ehow.com/how_4679819_write-professional-email.html
• Concise Explanations 2 http:www.ehow.com/how_2159648_write-professional-emails.html
• Practical Explanations http:rarepattern.com/nodes/2008/01/email-etiquette-best-practices-things-avoid
• Not Required But Helpful http:www.techrepublic.com/article/10-e-mail-best-practices-to-share-with-your-
users/6161848

12. References
• 8 E-mail Mistakes that Make You Look Bad http:www.lifehack.org/articles/lifehack/8-e-mail-mistakes-that-
make-you-look-bad.html
• How to Know If Your Email Has Been Read http:www.ehow.com/how_5775094_email-read.html
• Why Emails Should be Short Instead of Nice http:gigaom.com/collaboration/why-emails-should-be-short-
instead-of-nice/
• 7 Rules for Communicating Clearly and Concisely http:gigaom.com/collaboration/7-rules-for-
communicating-clearly-and-concisely-in-email/
• Five Things I Learned From 20 Years of Email http:gigaom.com/2012/08/19/five-things-ive-learned-from-
20-years-of-email/
• Two More Killer Tips for Effective E-mail http:blogs.bnet.com/businesstips/?p=4686
• Don't Annoy Your Boss and Co-Workers with E-mail Gaffes http:blogs.bnet.com/businesstips/?p=4262
• Write More Efficient E-mails to Save Time and Frustration http:blogs.bnet.com/businesstips/?p=3204
• Don't Bring Down Your Mail Server with Reply All http:blogs.bnet.com/businesstips/?p=4283
• If you want to know more: CC, BCC, virus, spam, and phishing http:www.techrepublic.com/article/10-e-
mail-best-practices-to-share-with-your-users/6161848

Any Questions ?

The End
Thank You
Abd Al-Rahman Habiba

Formal Professional Emails - By Abd Al-Rahman Habiba

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