2. Emails 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 line
To catch reader‘s attention
Brief and specific
Avoid UPPERCASE
4. Begin with a greeting
Depending on the formality of the
relationship
Dear Mr. Fox, Hello Monica
To Whom It May Concern
5. Thank 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 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 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 closing
Thank again
Refer to future contact
Closing line: Best regards, Sincerely
Add your contact details
Proofread for typos and mistakes
10. Example 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 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 internet
Use live links in your emails
Use grammar and spelling software to
check for any errors
Use synonyms dictionary, online
dictionary, thesaurus
