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How To Write Emails

Here are some additional tips for writing professional emails: - Proofread your email carefully before sending for any spelling/grammatical errors. - Keep the tone formal and polite. Avoid slang, jokes or personal details. - Stick to the point and include only relevant information. Keep emails concise. - When possible, include an attachment rather than writing long emails. - Respond to emails in a timely manner, ideally within 24 hours during business days. - Use a clear call to action if a response is required such as "Please let me know if you have any other questions." - Consider the recipients and tailor the email accordingly. Address people properly. - Use

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232 views9 pages

How To Write Emails

Here are some additional tips for writing professional emails: - Proofread your email carefully before sending for any spelling/grammatical errors. - Keep the tone formal and polite. Avoid slang, jokes or personal details. - Stick to the point and include only relevant information. Keep emails concise. - When possible, include an attachment rather than writing long emails. - Respond to emails in a timely manner, ideally within 24 hours during business days. - Use a clear call to action if a response is required such as "Please let me know if you have any other questions." - Consider the recipients and tailor the email accordingly. Address people properly. - Use

Uploaded by

alilath
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd

How to write emails

Formal/Business emails

Lesson goals:
• Learn about email structure
• How to make emails look professional
• Useful tips
• Practice
E-mail Structure
Emails generally follows the same basic structure.

Subject line

Greetings

Email body

Closing
Subject line:
 One of the most important part of an email
 Can be a determining factor if the email will be read or not
 Often sets the tone of the email
 Can get faster response
Ex: “Urgent:”, “Information needed:” or “Reply need by Friday”

Tips: An effective subject line should maintain following rules :-


 Keep it should short and simple
 Don’t write Hello/Good morning
 Use person’s name if you are emailing in reference of someone
 Don’t use all CAPS
 Re-read the subject line
Greetings:
 Starting an email can be challenging specially if you don’t know them well or
email for the first time.
 It works as the first impression
 People usually have strong feeling about their names
 Use last name to greet someone if not close with the person
Example: If someone’s name is Allen Smith write, “Dear Mr. Smith” or “Dear Ms.
Lee”
 Can be their full name. Ex: Dear Allen Smith.
 First name usually used in informal settings
 For addressing a group of people, “Hello Everyone”

Tips:
 Don’t use “Hey”
 Don’t write “Good morning / Good evening”
 Always have a greeting or it might look unfriendly
E-mail Body:
 Includes a short introduction (If emailing for the first time)
 Main points-explains the purpose of the email, explains what action is required
( Usually one paragraph)
 Includes a closing remark
Ex: Thank you so much for your consideration and I will be looking forward to hear from
you.”
 Be clear and concise
 Use formal words and sentences
Ex: I am afraid I will not be able to attend the meeting on Friday.
I am sorry I can’t come to the meeting on Friday.
 Use action verbs and sentences
Ex: “I would be grateful if you could send me the invoice by next week.”
 When replying, it could start with thanking the person
Ex: “Thank you so much for getting back to me very quickly”
Or “Thank you so much for your interest in our project.”
Closing:
Without a closing sign-off email may seems unfinished.
 Must include a closing sign-off
Ex: “Sincerely” or “Best regards”
 Sign-off with your name
Ex: Sincerely,
Allen Smith
 Make sure not to have phone sign off message
Ex: “Sent from iPhone”
Practice
Find and correct the errors in the following emails:

1.) Hello Professor Smith,

I’m sorry to tell you but im sick and will not be able to come to class.
See ya Wednesday.

Jason

2.) Dear Sir/Madam,

I am a graduate from menlo college. I got a degree in business and


would now like to use it. Your company looks interesting. Can I come
in for an interview? I have alot of experience from my schooling and
extra curriculars. I think I can help the company alot. Please respond
to my email to let me know.

Thanks, Max Oates


Write the following emails:
 Write an email to HR manager (Allen Smith) asking for an emergency
leave of absence .
Additional Tips:
 Don’t make it too long and make short sentences
 Don’t use all CAPS
 Don’t use emojies
 Use font types that are easy to use
Ex: The New Roman Times, Arial etc.

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