Email etiquette and format

Overview Email structure

Email structure Subject line
Email template Salutation
Email sample Body
Useful phrases: emails and letters Closing
Sign-off
Signature
Subject line Salutation
Always include a subject line Make sure to include the recipient’s proper
Should be specific and shorter than 05 title in your greeting.
words. Dr./Prof. / Ms. /Mr.
Commas are commonly used, but you may
use a colon in a greeting that only includes a
recipient’s name.
→ Dear Dr. Matteson,
→ Dear Ms. Whitney,
Body Closing
Should include both the reason for writing You need to close your email. Closing
and the main message examples include:
Should be a complete thought on a single → Thanks for your time and consideration
topic → Look forward to hearing from you soon
Should provide necessary context → Thanks for your help and assistance
→ Thanks for your time
Sign-off Signature
There are a variety of sign-offs that can be Provides all of a person’s contact
used. Examples include: information in one place.
→ Regards, Should include :
→ Sincerely, → Full name
→ Respectfully, → Department or unit/School or University
→ Cordially, → Address
→Yours, → Email address
→ Phone number

Email template and sample Email template

The following email message template lists Subject line
the information you need to include in the Store Manager Position
email messages you send when applying for Salutation
a job. Dear Mr. Anderson,/Dear Hiring Manager,
Use the template as a guideline to create Body
customized email messages to send to First paragraph: The first paragraph of your
employers and connections. letter should include information on why
you are writing.
Middle paragraph: The next section of your
email message should describe what you
have to offer the employer.
Closing
Final paragraph: Conclude your email by
thanking the employer for considering you
for the position.
Sign-off
Sincerely,
Signature
First Name + Last Name
Email Address
Phone
LinkedIn Profile (Optional)

Email sample
Subject : Programmer position
 
Dear Mr. Anderson,
 
I am writing to apply for the programmer position advertised in the Times Union. As
requested, I am enclosing a completed job application, my certification, and my resume.
The opportunity presented in this listing is very interesting, and I believe that my strong
technical experience and education will make me a very competitive candidate for this
position. With a BS degree in Computer Programming, I have a full understanding of the
full lifecycle of a software development project. I also have experience in learning and
excelling at new technologies as needed.
Thank you for your time and consideration. I look forward to speaking with you about this
employment opportunity.
 
Sincerely,
John Donaldson
 Useful phrases: emails and letters
Starting
▪ Dear Sir or Madam
▪ Dear Mr / Mrs / Ms / Miss Brown
▪ Hello
▪ Hi
Sending an attachment
▪ I am attaching / enclosing …
▪ Please find attached / enclosed …
▪ A s you will see from the attachment / the future.
enclosure
Introducing bad news
▪ We regret to inform you that …
▪ Unfortunately … / Sadly …
▪ I ’m afraid (that) … / I’m sorry, but … / I
regret that
Thanking
▪ I would like to thank you for …
▪ I appreciate your assistance with this.
▪ I’m grateful for …
▪ Thank you for … / thanks for …
Checking and clarifying
▪ I’m writing to check / confirm that …
▪ I don’t understand what you mean …
▪ Do you mean ? / Are you saying that … ?
Referring to previous contact
▪ Further to our previous meeting …
▪ With reference to your letter dated 15/6/13
… ▪ Email me / Give me a call if you want any
▪ Following your letter …
▪ About your email …
Requesting
▪ I’d be grateful if you would send …
▪ Could you possibly send …?
▪ Can you send …?
▪ Please send …
Giving reason for writing
▪ Iam writing with regard to / about …
▪ I ’m writing to request / inform / enquire /
complain about /
▪ Just a quick email to ask …
▪ I ’m writing on behalf of …
Referring to future contact
▪ I look forward to hearing from you.
▪ We look forward to working with you in
▪ See you soon.
Introducing good news
▪ I am delighted to …
▪ I ’m happy to … / I’m pleased to …
▪ Fortunately … / Luckily …
Inviting/accepting/declining
▪ Would you like to ? / Do you want to … ?
▪ That would be great. / I’d love to. / That
sounds great.
▪ I’m sorry, but I’m busy. / I’m afraid I
can’t.
Ending
▪ Yours faithfully (after Dear Sir or Madam)
▪ Yours sincerely (after Dear Mr / Mrs / Ms /
Miss)
▪ Best regards / Kind regards
▪ All the best
▪ Bye for now
Offering more information and help
▪ Please feel free to contact me if you would
like any further information.
more information.
▪ Do not hesitate to contact me if you
require any further assistance.
Apologizing
▪ My apologies. / Sorry. / I’m sorry that …
▪ Please accept my apology / I sincerely
regret …
Arranging
▪ Can you meet at (time) on (day)?
▪ What day suits you?
▪ Tuesday would suit me.
▪ Tuesday is good for me.
▪ Look forward to seeing you there.
▪ See you next week.
Professional writing: Application letter

Power point-aided lectures

Application letter

Structure
Template
Sample
 Professional writing: Application
letter

1-Subject: Administrative assistant position

2-Dear Mr. Smith,

3-I am writing to apply for the position of an administrative assistant in your London offices
as advertised on website. I would love to help the company achieve its mission of making
healthy produce as available as takeout.

I hold a B.A degree in Business Management from Toulouse Business School. I’ve worked
for small companies for my entire career, and I relish the opportunity to wear many hats and
work with the team to succeed. In my latest role as an administrative assistant at Beauty
Corp, I saved my employer thousands of dollars in temp workers by implementing a self-
scheduling system for the customer service reps that cut down on canceled shifts. I also
learned web design, time sheet coding, and perfected my Excel skills. 

4-I’ve attached my resume for your consideration and hope to speak with you soon about
your needs for the role.

5-Sincerely,
6-Elizabeth Johnson

1-Read the letter and fill in the chart with the appropriate information

1 Subject
2
3
4
5
6

2-Write a letter to the manager of ‘Product booster’ to apply for an internship position
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