Business workshop

How to write an email?

Dear Mandeep Gill,

You can star with DEAR-----/ TO WHOM IT MAY CONCERN/

I am writing to complain about the condition of the RECEPTION (THE PURPOSE OF THE EMAIL
AND THE MAIN SUBJECT). Over the last two weeks, I have noticed a great deal of litter.

After the initial greeting you need an introductory sentence that indicates clearly
the reason for writing and is consistent with the subject of the email. Introduce
yourself briefly (long texts often discourage people from reading them), then
follow on with:

 I am writing with regard to… (email subject)

 I am writing in connection with… (email subject)
 I am writing in reference to…
If you’re writing an email to send information, you can start with one of the
following sentences:

 I am writing to let you know…

 I am delighted to tell you… (if you’re communicating good news)
 I regret to inform you that… (if you’re communicating bad news)

It is my opinion that this litter is a health hazard. For example, yesterday a service user fell
over and cut his hand on a broken bottle. The service user in question needed four stitches.
WHY YOU ARE WRITING THIS EMAIL
I am writng in connection with/ regard to
In reply to your email, here are
Your name was given to me by
We would like to point out that

I believe that there are a number of things that you could do to rectify this problem. Firstly,
it may be possible for you to purchase additional litterbins. This would help prevent service
users discarding their litter recklessly.
WHAT YOU NEED TO TELL THE MANAGER TO RECTIFY THE PROBLEM

I believe that ….. /

We are able to confirm that ….
I am delighted to
We really should
Maybe we could
In addition, I think that our hospital needs more adequate security to prevent vandals
littering.
OFFER A SOLUTION
Would you like me to……?
If you wish, I would help with
Let me know whether you would like me to

In conclusion, I hope you will take my concerns seriously and I look forward to your reply.
END YOUR EMAIL
Thanks for your help
Do not hesitate to contact us again
If you require any further information ….
Please feel free to contact me if you have any questions ----

Yours sincerely,

Best regards / regards

I am looking forward to--------

John Smith
Patient Experience Administration Apprentice

Now write an email with the following items

 Reference the mistake or problem

 Say what action you are taking or have taken / Identify the cause
 Apologise for the mistake or problem
 Give assurances that the mistake or problem will be rectified/resolved
 Polite close (perhaps repeat the apology / show sympathy)
INVITATIONS
MEETINGS

REQUESTING INFORMATION (CLIENTS)

GIVING INFORMATION

COMPLAINING
APOLOGIZING

TIME TO WRITE

1-You need to sell a product to a new customer.

 Refer to the customer's interest in your product.

 State your purpose, i.e. that you would like to meet in order to explain, demonstrate, etc.
your product/service

 Ask about customer's availability

 Close on a positive/courteous note

2-Agreeing on a Time and Place Once a customer has agreed to meet you, there might be a
number of short email going back and forth to agree on a suitable time and place for the
meeting, and a final email from you confirming the details of the meeting. In some cases, the
complete arrangement may be made in a single email and confirmed by you in the next.