How to Write Emails in English

Emails are lettersEmails are lettersUsually 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 Write an effective subject linelineTo catch reader’s attentionBrief and specificAvoid UPPERCASE

Begin with a greetingBegin with a greetingDepending on the formality of

the relationshipDear Mr. Fox, Hello MonicaTo Whom It May Concern

Thank the recipientThank the recipientReplying to client’s inquiry Thank you for contacting ABC

companyFind anything to thank for Thank you for your prompt reply

State your purposeState your purposeIf you are initiating the

communicationMake it clear early in the emailKeep sentences short and clear I’m writing to enquire about…

Keep it short and to the Keep it short and to the pointpointEliminate all the information that

is not necessaryState the most relevant and

interesting information first – people are busy

Short paragraphs (3-5 sentences)

End with a closingEnd with a closingThank againRefer to future contactClosing line: Best regards,

SincerelyAdd your contact detailsProofread for typos and mistakes

Automatic signatureAutomatic signature

Steve Edwards, Marketing Manager

ABCD Inc.Tel. +555-7654321Fax +555-7654378steve.edwards@abcd.com www.abcd.com

Example of a formal emailExample of a formal emailDear Sir/Madam,

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 Example of an informal emailemailHi 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 Use the power of the internetinternetUse live links in your emailsUse grammar and spelling

software to check for any errorsUse synonyms dictionary, online

dictionary, thesaurus

Thank you and good luck!Thank you and good luck!