2. Email 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 inquire 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 that you offer Music CD Copying for large
quantities of CDs. I’d like to inquire about the procedures
involved in this service. Are the files transferred online, or
are the titles sent by CD to you by standard mail? How long
does it usually take to procedure 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 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
