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Email writing indetail

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Writing Emails in English

Emails are a FAST way to communicate for business and pleasure.

These tips will help you write...

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Example Opening Sentences

        Following our phone conversation, I am sending you…
        Attached please find the do...

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2. Email Features
There are many features that are included in emails; here I will highlight just a few important ones.

S...

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Email writing indetail

  1. 1. Writing Emails in English Emails are a FAST way to communicate for business and pleasure. These tips will help you write better emails in English, and quicker! 1. Parts of Email 2. Email Features 3. The Top 10 Do’s 4. Email format 1. Parts of Email Example Subjects The Subject is more important than the email itself, it should be focused, clear and informative. Strong Subjects: Invitation to the ABC Conference, Nov 2009 Application for Account Manager Position #413 – Jane Smith CV Agenda for the meeting on Monday, 10am Party Invitation for John, Sally and Martin Updates on the building plans Meeting scheduled for Oct 15, Thursday @ 10am Great craft ideas using recyclable materials Weak Subjects: [blank] Hi, Hello, How are you? First line of the email message Words to avoid: Help, Percent Off, Reminder, Free Example Greetings: don’t misspell the name! Dear [name], Hi [name], Hi, Hello [name], Hello, To whom it may concern,
  2. 2. Example Opening Sentences Following our phone conversation, I am sending you… Attached please find the documents you requested regarding… In regards to the upcoming pilot program, I have listed below the tasks and deadlines that need to be completed. Further to our last discussion, I would like to bring to your attention the following issues: As we agreed, there will not be … Please reconsider our proposal for … In response to your job post for Marketing Director, please find below a brief overview of my skills. I have also attached my CV for your review. Example Email Information in Detail: details, information and actions required. Here is the detailed list: In addition to the attached agenda, please click on this link http://www... To register for the online event, please go to... Example Closing Sentences I look forward to your reply. Thank you for the time you have taken to review my candidacy for the position. Please don’t hesitate to contact me with any questions or concerns you may have. Thank you, in advance, for your time. I await receipt of the information we discussed. Please forward me the exact information. Example Sign-offs before the Signature: identify yourself, company and contact information. Sincerely, Thank you, Best Regards, Thanks, Signature Name Title, company name Email Phone/Fax Web Address
  3. 3. 2. Email Features There are many features that are included in emails; here I will highlight just a few important ones. Spelling: Always proofread before sending: spelling, punctuation and grammar. [F7] Insert: Since emails are filtered here are a few tips regarding attachments and links: Keep file sizes small. ZIP or PDF attachments (exe, jpg, xls, doc are sometimes considered spam). When replying, do not resend attachments again. Use links whenever possible to files that are stored online or in shared folders. Options: If the email is very important, under options request a read receipt, this way you can ensure the email has arrived at its destination. Reply to All: Stop and think before hitting reply to all sometimes you may just need to hit reply. 3. The Top 10 Do’s Write a meaningful subject line; don’t repeat first line of your email in your subject line. Keep the message focused and readable. Avoid large attachments. Identify yourself clearly. Be polite and kind. Proofread, check spelling, grammar and punctuation. Be professional at work and informal with friends; don’t use personal Email accounts for company business. Respond quickly. Show Respect and Restraint. Use plain formatting, without stationary backgrounds, images, wallpapers or fancy stylized fonts. 4. Email Format The broad format of the Intro Mail can be divided into the following parts: First Part: Remember you have posed a question in the subject line – the next step immediately after that is to provide a solution – the first 50 words of your Intro Mail should explain as to what benefit the client has in working with your company. The benefit should be NOT subjective in nature – give them FACTS – for e.g. – ‘This is how MICROSOFT has benefited using our services…’!!
  4. 4. Second Part: Next 150-200 words should explain in crisp manner ‘What solution your company is providing’ – tailor made this part based on the individual client requirement – for e.g. – in case of a potential automotive client – emphasize about your automotive panels!! Last Concluding Part: The BIGGEST mistake which EVERY Online Panel Company does is NOT telling the client what next to do – simply saying ‘for your next project contact is not enough’ – maybe at that time the client doesn’t need your services – are you going to WASTE a GOLDEN Opportunity to connect with your potential client – after all the client has taken pains to go through your Intro mail.

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