How to Write

Emails in English

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

Write an effective subject

line
To

catch readers attention

Brief and specific
Avoid UPPERCASE

Begin with a greeting

Depending

on the formality of
the relationship
Dear Mr. Fox, Hello Monica
To Whom It May Concern

Thank the recipient

Replying

to clients inquiry
Thank you for contacting ABC
company
Find anything to thank for
Thank you for your prompt reply

State your purpose

If

you are initiating the

communication
Make it clear early in the email
Keep sentences short and clear
Im writing to enquire about

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)

End with a closing

Thank

again
Refer to future contact
Closing line: Best regards,
Sincerely
Add your contact details
Proofread for typos and mistakes

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

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

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

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

Thank you and good luck!