Informal way of writing mail

1. Through Email expressing your appreciation

Subject: Congratulations!

Dear (Name),

My heartfelt congratulations to you. I was glad to see your name on the merit list. All your efforts
were definitely not in vain. I bet everyone at home is so proud of you.

You have truly honored the family name, and I am happy that you would get to take up the course in
architecture which you had been waiting for. I am waiting to meet you in person to convey all my
love and appreciation.

Convey my regards to uncle, aunty and grandpa.

Regards,

Your name

2. Email about your trip

Subject: About my trip

My dear (Name),

I am very excited to write to you about the long tour I will be going on along with my parents. We will
be leaving on the 16th May,2022

We will be away for three months. We are going to San Francisco for some official meeting my
father has to attend. We would then be travelling to New York to visit our cousins. We would stay
there for a month. After that, we would be going to Paris. It has always been my dream to visit Paris
at least once in my lifetime, and my parents have finally agreed to take me there. I will definitely write
to you all about my trip – all the different places we visit, the variety of food we eat and the people
we meet.

It would have been even more special if you had come along with me. We will make sure we plan out
a trip once I am back home.

With best wishes,

Your name

3. Email on seeking information regarding course details

Dear Sir,

I have passed the B.Sc. degree examination with Electronics as the main subject. I intend to have a
course in Computer Science and would like to know the details of the courses taught at your
institution. Could you please send me a copy of your prospectus?

Yours faithfully,

Your name

4. Email on introducing a new employee to your team

Subject: Meet the New Customer Service Representative

Dear Team,

I am pleased to introduce you to (Name), who is starting today as our Customer Service
Representative. She will be providing technical support and assistance to our users and making sure
they enjoy the best experience with our products.

Feel free to greet (Name) in person and congratulate her on the new role!

Best regards,

Your name

Designation

5. Email on official intimation of your resignation

Subject: Resignation

Dear Sir/Ma’am,

I am planning to pursue my higher studies in the coming academic year, and hence I would like to
inform you of my intention to resign from the post of (Designation) at (Name of the Institution),
effective three months from now.

I appreciate the opportunities for growth and development you have provided during my association
with (Name of the Institution). It was indeed a privilege working here, and it was a valuable work
experience, which has helped me grow personally and professionally to a great extent.

Please accept this letter as the formal intimation of my resignation.

Thank you for your guidance and support.

Yours sincerely,
Your name

6. Email informing your employees about the change in work timings

Subject: Revised Working Hours

Dear Team,

Our company is growing, and there is a good inflow of projects every week. This has been possible
with your dedicated and timely teamwork. In order to keep up with this, we have decided that the
working hours would be advanced by 30 minutes. The revised time would be 8:30 am to 5 pm. This
will be in effect from July 5, 2021 (Monday). It would be appreciated if all of you keep up with the
timing and abide by it.

Feel free to come up with suggestions, if any.

Warm regards,

Your name

Designation

7. Format for Sending a Resume

Subject: Application for the Post of Customer Service Support – Carol Susan

Dear Mr Ravindran,

I would like to let you know of my interest to take up the job of Customer Service Support at your
firm that I came across in the newspaper, dated 18/12/21.

As a part of my graduate studies in Social Services, I have had the experience of providing support to
people of different age groups and social backgrounds. I feel that I would be able to do justice to the
role and perform my duties with integrity and hospitality.

I would like to meet with you in person to discuss more about this position. Looking forward to
hearing from you.

I have attached my resume herewith for your kind perusal.

Sincerely,

Carol Susan

Linkedin profile link: https://www.linkedin.com/in/carolsusan

Contact number: 54364217

Carol Susan Resume.pdf

8. Format for Sending a Resume

Subject: Application for the Post of English Trainer

Dear Mrs Anuradha,

I am Sasha Leon, an MA English graduate from Meghalaya. Please find an attached copy of my
resume and cover letter for the English Trainer position at Elly’s Academy, as advertised on Linkedin.

With an experience of 3 years in the field of teaching, I have developed a fondness for the English
language and for the teaching profession. I would like to use my skills and experience to train
students who experience difficulties in learning to speak English. I also have experience in
curriculum development.

It would be great if we could meet in person to discuss further. Kindly let me know when it would be
convenient for you so that we can schedule a meeting. You can contact me on this number (contact
number) in case you need any further information.

Thank you for your time and consideration.

Yours sincerely,

Sasha Leon

Attachment

Sashaleon Resume.pdf

9. Purpose — let a client know details of a business offering.

 Subject line — Information on [business, product or service name] [as requested]

 “Dear [client name]

Thanks for requesting information on [product, service, or business name] [delete this part if they did
not request the information].

I’m pleased to share the following details.

[provide a list of the key information that you have to share. It should directly address any questions or
requests for information the client has.]

I’m also delighted to let you know how our [service/product/business] has helped other customers.
Some of the main benefits they had included:
[provide a short list of key benefits and how you can make their lives better.]

You can find further information here. [provide links to further information—you don’t need to go into
huge depth in the email, instead, you can provide hyperlinks or add attachments.]

Please let me know if you need anything further and I would be happy to help.

Thank you,

[your name].”

10. Email Template for Responding to Client Questions and Queries

 Purpose — provide information in response to a customer’s questions.

Subject line — Answers as requested on [area or topic]

 “Dear [client name]

Thanks for your questions about [area or topic], I am delighted to answer them.

[Repeat customer question one]

[Repeat customer question two]

[Repeat customer question three]

[Provide exactly the information they’re after—only include as much information as the client has
requested to answer the question. Provide hyperlinks to further information if they need it.]

Please let me know if you have further questions or would like more information.

Thank you,

[your name].”

Email Template for Scheduling or Rescheduling a Meeting With a Client

 11. Purpose — asking to reschedule a client meeting.

 Subject line (scheduling) — Request to schedule [meeting name] to [date and time]

 Subject line (rescheduling) — Request to reschedule [meeting name] to [new date and time]
 “Dear [client name]

I am writing to [schedule or reschedule] a meeting for [date and time] at [location]. [if the meeting is
over the phone, skype, audio conference, or online, ensure you provide contact details.]

During the meeting we will cover the following areas:

[list key items you will cover]

Please let me know if you have any questions.

Thank you,

[your name].”

Email Template for Providing Confirmations and Follow Ups to a Client

 12. Purpose — confirming information and following up with customers.

Subject line — [Confirmation / Follow up] for [subject area]

 “Dear [client name]

[I can confirm  / I am following up to let you know] that [reason you are following up.]

I hope this gives you the information you need. Please let me know if you have any questions.

Thank you,

[your name].”

13. Template email to approach a new client

Here's a template you can use to write an email to a new client:

Subject: [Subject line that captures the prospect's attention]

[Salutation],

My name is [your first and last name] and I work for [name of your company] providing [description
of the products/services you sell and the pain points they address.]

[Provide information about the products or services you offer based on the prospect's position in the
buyer's journey.]

[Closing salutation],
[Your name]
[Your job title]
[Your company name]
[Phone number]
[Company website link]

14. Lead magnet promotion email

Hi there [Name],I’m emailing you today to let you know we have created a new [lead
magnet type] called [lead magnet name].

In this [lead magnet type], you’ll learn how to create [describe what your lead magnet
covers in 2 to 3 sentences].

[Link]Click here to access the [lead magnet name] ⇒[Link]

If you know anybody else who’ll find this useful, please forward the email to them.

Let us know if you face any problems accessing the [lead magnet type] by replying to
this email. We’ll get back to you ASAP and ensure you gain access to it immediately.

Thank you,

[Your signature]

15. Lead magnet delivery email

Hi [Name],

I’m so glad you signed up for the [lead magnet name].

In this [lead magnet type], you’ll learn [describe what they will learn in the lead magnet].

[Link]Click Here to Gain Immediate access to [lead magnet name] ⇒[Link]

And if you need help with [a service you offer related to the lead magnet], please check
out this page [link to your services landing page].

I have helped several people with this. Here’s a link to a case study [link to a case
study].

Thank you,

[Your signature]