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Email Writing

The document provides guidance on effective email writing. It discusses email structure, tone, and elements. Key points include using a greeting, brief opening, focused body with clear requests, and a closing. Examples of formal and job application emails are also included.

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Ali Hassan
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182 views5 pages

Email Writing

The document provides guidance on effective email writing. It discusses email structure, tone, and elements. Key points include using a greeting, brief opening, focused body with clear requests, and a closing. Examples of formal and job application emails are also included.

Uploaded by

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

In today’s world, email is the most common form of communication. Email writing helps us to get the
solution instantaneously. Email writing involves composing, sending, storing and receiving messages
over an electronic communication system. An email stands for an electronic mail. Email writing is
preferred over other forms of communication as it is cheaper and faster.

Categories of Emails
Emails are of three types:
1. Semi-Formal email
2. Formal email
3. Informal email

Effective Emails
Email writing is a form of expressing ideas or queries. It is helpful only if we write an email in clear and
unambiguous terms. Effective email writing has the property of clarity of statement, the needed solution
with clear, logical, and simple language. Email writing can be successful if we follow some rules.
Mail writing either formal or informal has some elements. A basic mail must include these elements for a
clear understanding. These elements are:

 From
 TO
 Cc
 Bcc
 Subject
 Greeting / Salutation
 Introduction
 Main body
 Call for action
 Closing
 Signature.
Effective Email Writing
There are some ways in which one can improve the way of email writing. To write a good email we must
remember some points.

 Write a meaningful subject line


 Keep the message focused and understanding
 Identify yourself clearly
 Use official id for business-related or professional emails
 Use short sentences for clear convey of the message
 Organize the content of the mail in a logical and systematic manner
 Be kind
 Don’t lose your focus
 Use separate paragraphs for stating different points
 Use proper, simple, polite, and clear language
 Show respect and restraint
 Make sure the message is complete
 Proofread
 Find the difference between formal and informal situations
 Respond promptly

1. Start your formal email with a greeting: The greeting is the first line in the actual text of the
email. If you can, make sure it’s always addressed to an actual person. Remember that, with a
greeting, we have to capitalize every word in the line. So, you can write,
 Hello [Name],
 Hi [Name],
We don’t insert a comma between “Hello” and the name, even though we do in all other cases (“Hello,
Danny!”).
Example: “Hi” or “hello” might sound informal, but both greetings are actually standard in a formal or
business setting. If you feel like that’s too informal, though, you can write:
Dear [Name],
If you don’t have a name, here are a few other options,

 Greetings,
 Hello there,
 Dear Hiring Manager,
 Dear Recruiting Director,
 Dear [Company Name] Team,

If you do know the name of the person you’re writing to, but you don’t know them well, you can use an
honorific like Ms., Mr., or Dr. if you’re sure about their gender.
But be sure to avoid “Mrs.” for a woman if you don’t know her marital status. So, you can write:
 Hello Ms. Johnson,
 Dear Dr. Sanchez,

If you aren’t sure about their gender, it’s perfectly okay to use a first name and last name.

2. Write an opening line


The opening line is probably one of the hardest things to write in an email. But, as a polite gesture, it's an
important way to set the tone of the email and show that you want to establish a relationship on good
terms.
You can use a phrase like, “I hope you are doing well,” or “I hope you had a good weekend” but it’s
better if you can personalize it a bit more, like:

 I hope things in Tokyo are going well.


 I hope you have been enjoying the warm weather we’re having.
 I hope you had a smooth trip back from Thailand.
 I hope you’re surviving tax season.

3. Write the body of the formal email


You’ll probably find that most of the time, you write formal emails in English to people you don’t know
very well. And, of course, you’re writing to give them a good impression of your professionalism and
abilities. You can ask yourself: Do I need to remind them of who I am? Do I need to give them context
for my request? Do I need to give them background information on the ideas I will propose or suggestions
I make?
1. SHARE THE REASON FOR THE EMAIL

 I’m reaching out because…


 As you may know, our department is currently looking for someone to…
 A colleague of mine recently informed me about a job opening in your company, and so…
 You mentioned in our last meeting that you wanted to focus on content strategy, so I suggest
that…
2. MENTION THE ACTION NEEDED
Most emails that you send in a professional setting require some action. It’s important to be as clear as
you can about what action or actions you need the reader to take:

 Let me know what you think about my ideas/suggestions.


 Let me know when you would be available to meet next week.
 Please review the following attachments before our next meeting.
 Can you please review the agenda for the meeting and let me know if you have any suggestions?
3. WRITE YOUR CLOSING STATEMENT
Before you end the email, take a sentence or two to make sure that you allow your reader to ask questions
or reply:

 Feel free to reach out if you have any questions.


 let me know if you need any clarification.
 Please let me know if you have any feedback or suggestions.
 Don’t hesitate to let me know if you need more time.

4. How to end a formal email


The closing, or sign-off, should reflect your professionalism and how familiar you are with the reader.
But don’t spend too much time worrying about the perfect sign-off. If you’re ever in doubt, it’s better to
be a bit more formal than informal. When it comes to the closing, you only need to capitalize the first
word of the line.
Here are a few examples:

 Best,
 Warm regards,
 Regards,
 Thank you,
 Sincerely,
 Warmly,
 Kind regards,
 Formal email example

Here’s an example of a formal email to give you a picture of how all the pieces come together. This is an
example of a follow-up email after a meeting.

Subject: [Strategy meeting follow up]


Hello everyone,
Thank you all again for attending our most recent strategy meeting. I was really impressed by the
participation and ideas of everyone present.
As promised, I’ve attached a copy of everything we discussed and some action items and goals that I’d
like us all to think about in the upcoming months.
Please review the attachment and discuss them with your respective teams. Then, I’d like an email update
on how each of your departments intends to implement those goals by the end of the day next Friday. If
you have any questions, or if, for any reason, you need more time, don’t hesitate to reach out before
Friday.
Thank you,
Xyz
2. Example: Email for Job Application

Subject: Application for [Job Title] Position


Dear Hiring Manager,
I am writing this email to express my interest in the [Job Title] position. With 2 years of experience in
relevant field.
I have attached my resume for your review. Please feel free to contact me at (your phone number) if you
require any further information.
Thank you for considering my application. I look forward to the opportunity to discuss how my
qualifications align with the needs of the position.
Best regards,
[Your Name]
[Your Position/Title]
[School/Institution Name]

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