COMMUNICATING BY E-MAIL

When writing an e-mail, keep in mind that this is the most informal type of written business
communication. You can use conversational English with a touch of formality which usually reflects
the type of relations you entertain with the person you are writing to. You can be direct and to the
point which means that e-mails are a great way to enhance the efficiency of your organisation (if
they are not sent unnecessarily!). You can also use an e-mail to help put relevant information in the
hands of those who need it fast, thanks to attached documents.

STARTING:

Dear / Hi / or To whom it may concern, if you don’t know the person you are writing to.

MAKING CONTACT:

I am writing in connection with… / With regards to… / I am writing to you about…

Your name was given to me by… / I’ve heard that…

I am writing to you on behalf of…

REFERRING TO A FORMER COMMUNICATION:

Referring to our last meeting/call/e-mail…/ Referring to your request for…

As we discussed this morning…/yesterday/during the meeting/on the phone…

As you requested in your last e-mail… please see the attachment

As agreed in our last meeting, …

REQUESTING:

Remember that as in telephoning, a little politeness often goes a long way.

Could you send me the results of…

Would it be possible to phone / ring / call me back before Friday?

Would you mind sending me the information ASAP as we are running on a very tight schedule?

GIVING INFORMATION:

Please be informed that…

Please note that …

We are sorry to inform you that…

ATTACHMENTS:

Please find enclosed herewith…

Please see the attachment

THANKING:

Thank you for your email / your document / your inquiry

Many thanks

APOLOGISING:

Our apologies for …

Sorry for (the delay)

REMINDING:

We are still waiting for…

It appears that we still have not received…

CONCLUDING:

Looking forward to talking / working with you

We look forward to hearing from you

Speak to you soon

We will keep you informed about…

Please feel free to get in touch if you need any further information

SIGNING OFF:

Always end your email with either a short sentence like: Have a nice day

Or simply sign “Regards” followed by your name

Kind regards / Best regards – gives a friendlier tone

E.g. Give me a call if your schedule permits it. I’ll be in my office all afternoon

Best regards,

John Brown, HR manager

(0044) 1764 446 345