tips on modern, easy business email writing

1. The Easy, Modern, Stress-free
Method

2. Writing Business Emails


3. Tips

A heading is not necessary in an email
(your return address, their address, and
the date).
Use a descriptive subject line.

4. Tips

If possible, avoid attachments, unless
the recipient has requested or is
expecting an attachment. If it is a text
document, simply cut and paste the
text below your letter and strip off any
special formatting.
If the person’s name is unknown,
address the person's title i.e. Dear
Director of Human Resources.

5. Business Emails

Format & Structure

6. The Starting

Dear Personnel Director,
Dear Sir or Madam: (use if you don't
know who you are writing to)
Dear Dr, Mr, Mrs, Miss or Ms Smith: (use
if you know who you are writing to, and
have a formal relationship with - VERY
IMPORTANT use Ms for women unless
asked to use Mrs or Miss)
Dear Frank: (use if the person is a close
business contact or friend)

7. The Referencing

With reference to your advertisement
in the Times, your letter of 23 rd March,
your phone call today,
 Thank you for your letter of March 5 th
.

8. The Purpose of Writing

I am writing to…
inquire about
apologize for
confirm

9. Requesting

Could you possibly?
I would be grateful if you could…

10. Agreeing to Requests

I would be delighted to

11. Informing Bad News

Unfortunately
I am afraid that

12. Enclosing Documents

I am enclosing…
Please find enclosed…
Enclosed you will find…

13. Closing Remarks

Thank you for your help. Please contact
us again if
we can help in any way.
there are any problems.
you have any questions.

14. Reference to Future
Contact

I look forward to ...
hearing from you soon.
meeting you next Tuesday.
seeing you next Thursday.

15. Ending

Yours faithfully, (If you don't know the name
of the person you're writing to)
Yours sincerely, (If you know the name of the
person you're writing to)
Best wishes,
Best regards, (If the person is a close business
contact or friend)

16. Write like a person…

It’s a conversation
Imagine someone reading it
3S = short simple sentences
Avoid unnecessary acronyms
Less work = active voice
Proofread, edit, edit, edit
Size matters
Make a list

17. Be Modern!

Check if you’re guilty of writing this…

18. Kindly

 "Ladies and gentlemen, we will shortly be landing at
Subang Airport. Please kindly return to your seat and
fasten your seatbelt."
 Please and Kindly are not to be used in the same
sentence
 Do use Please instead.
 Avoid phrases like "I would be grateful if you would"
or "I should appreciate it if you could".

19. Off day or day off

 Off day is when things aren't going
smoothly or things are going wrong.
 It is your day off when you are taking
leave from your work.

20. Revert

"Please revert to me on this matter soon".
Revert means to regress or go back to a
former condition. It doesn’t mean ‘to
reply’.
Just say / write - I hope to hear from you
soon.

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