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 reader‘s 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 client‘s 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
I‘m 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!