Guidebook for your best emails

Learn how to write emails that people want to read.

September 2022
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učenje.

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radionicama poslovnih vještina na stranim jezicima.
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Emails
ELEMENTS OF AN EMAIL
• Subject
• Salutation
• Opening
The content and style of emails may • Body
differ from country to country, and it also • Closing remark
depends on the business and corporate • Signature
culture.
PURPOSES
1 Who will read your email? In general, emails • Introductory
are either informal (more like spoken English) • Inquiries and orders
• Picture Placeholder
Meeting requests, invitations
or formal/semi-formal (similar to a business
• Offers
letter). Emails to senior staff or people outside • Giving news and information
of your organization usually use more formal • Complaints and problem solving
language than those sent to work colleagues. • Apologies
• Advice and suggestions
2 What style and tone do you need to use?
Remember that this sometimes depends on Issues to consider
the recipient’s country/culture. • The level of formality
• Your relationship with the recipient
3 How will you organize the information in • Business and company culture
your email? Always remember to check that
the end result is polite and clear.
 4

Informal emails What is the

relationship
Hi Alicia, between Alicia
and Kasia?
I wanted to apologize for the problems on our
recent project. I’m sorry that we missed the
agreed deadline of Friday 19th. What
makes this
This was because of problems with our supplier, email
which we were informed about at very short informal?
notice. I’ve now managed to source alternative What is
materials that match the quality and price the
required. Picture Placeholder
issue?

The completed design will be with you by Monday

22nd. We’ve made contact with another supplier How does
to make sure that these problems don’t occur Kasia start
again with future prototypes. and close
the email?
Thanks for your patience and understanding
while we resolved the issue and I’m sorry for any How does Kasia
inconvenience this may have caused. explain the
problem and
Do let me know if you have any queries. The how does she
revised schedule is attached. apologize?

Best wishes, Kasia

 5
What is the

Formal emails
relationship
between Mr
Dear Mr Evans, Evans and
Stefan Nowak?
I would be most grateful if you would consider putting
forward my application for a place on one of the
training courses that are currently being arranged for
September. What
makes this
Please find below details of the requested course:
Course number: AV12/20
email
Course title: Coaching and mentoring. formal?

The course would be most useful as my role has recently What is the
been expanded and now includes creating mentoring Picture Placeholder
purpose of
programmes for our interns and graduate trainees.
the email?
Would you be able to let me know if funding for the
What formal
course is available as I would need to confirm my place
by Thursday 18th? phrases can
you find in this
Sincere thanks for considering my request. You will find email?
my completed application form attached.

Please do not hesitate to contact me if you need any

additional information. How does
Stefan start
Yours sincerely,
and close
Stefan Nowak the email?
Induction Manager
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Salutation
Salutation depends on the level of formality and your relationship with the other person.

When we
don’t
know the
name of
the

?
person.

Dear Mr Brown Dear Ms Brown Dear Sir / Madam

Dear Jack
Dear Dr Brown Dear Dr Brown To whom it may
concern Hi Mary

In modern Dear HR Hello Lee

business, Department/IT
we use Ms Manager
for all
For close
women.
business
contacts.
 Main sections of an email DATE 7

2 October 2022

October 2,
2022
FORMAL
FORMAL
1. With reference to your I AM WRITING TO
Could you possibly?
letter/email/phone call/inquiry of 2 inquire about….
I would be grateful if you could… AGREEING
May….. apologise for….
Could you prepare a brief report to We would be delighted to….
2. Further to your confirm the meeting….
update us? We would be happy to…
email/letter/offer…. to inform you….
Would you be able to…. (INFORMAL)
3. Thank you for your to request…..
Picture Placeholder
email/meeting….. Picture Placeholder Picture Placeholder Picture Placeholder
INFORMAL DISAGREEING
GOOD NEWS
Can you let me know where we are Unfortunately….
INFORMAL We are delighted to inform you…
with the Andrews project? I am afraid that….
1. Following your email…. We are pleased to confirm…
Would you talk me through the We are unable to…
2. Many thanks for attending the
process? We would not be able to….
meeting… BAD NEWS
We regret to inform you that…. I’d like to request a meeting to
3. It was great meeting you last
discuss….
week….

EXPLAIN THE MAKING AGREEING AND

REFERENCE REASON FOR REQUESTS DISAGREEING
.
WRITING
CONTRACTIONS
8
= INFORMAL

I will = I’ll
Closing your email
I have = I’ve
I would – I’d

ENCLOSING Thank you for your help.

• In formal letters sent by post. I look forward to ...
• With formal and official offers and Please contact us again if we can help in
documentation. hearing from you soon.
any way/if there are any problems/if you
Please find enclosed….. meeting you next Tuesday.
have any questions.
Enclosed you will find… seeing you next Thursday.
Picture Placeholder
I am enclosing…. Picture Placeholder collaboratingPicture
on thePlaceholder
project with you.
Please do not hesitate to contact me if you
discussing the proposal further.
need any additional information.
ATTACHING the conference.
Please find attached the presentation.
Please let me know if you have any queries.
Attached you will find….
I am attaching…
Please review and sign the contract attached. Sincere thanks for considering my request.

ENCLOSING REFERENCE TO
vs CLOSING REMARKS FUTURE CONTACT
ATTACHING
 9

Signing off
Signing off always depends on the salutation – make sure you match them correctly.☺

Dear Sir/Madam
Dear Jack
Dear Mr Brown
To whom it may
concern Hi Mary
Dear Ms Brown
Dear HR Hello Lee
Department/IT
Manager

Yours sincerely, Best wishes,

Sincerely, All the best,
Kind regards, Yours faithfully, Regards,
Best regards, BR,
Best,
Formula for a winning subject line

C
Tell people what you
A
need them to do
EXPECTATION
Explain what you
ACTION When you need your manager to make a
want the person to do
What action do you and when. decision.
want from the BAD EXAMPLE: New marketing strategy.
recipient? B GOOD EXAMPLE: Decision Required: New marketing
strategy.
VERB
Start with a verb. When you want feedback from your colleagues.
BAD EXAMPLE: My presentation.
GOOD EXAMPLE: Feedback – Marketing
presentation.

When you need some information from business

partners urgently.
BAD EXAMPLE: Project update
GOOD EXAMPLE: Update Necessary: Project info
needed by 3pm
 Eugena Kumičića 10
10 000 Zagreb

. Tel: +385 1 457 66 66

info@linguagrupa.hr

STRANI JEZICI / POSLOVNE

VJEŠTINE / PRIJEVODI

www.linguagrupa.hr

@linguagrupa

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