How to Write Emails in English

Emails are Letters• Usually shorter and less formal than letters,

abbreviated forms

• In business world, you should try to appear more formal, not too casual

Write an Effective Subject Line

• To catch reader‘s attention• Brief and specific• Avoid UPPERCASE

Begin with a greeting

• Depending on the formality of the relationship• Dear Mr. Fox, Hello Monica• To Whom It May Concern

Thank the recipientThank the recipient• Replying to client‘s inquiry Thank you for contacting ABC company

• Find anything to thank for Thank you for your prompt reply

State your purpose

• If you are initiating the communication

• Make it clear early in the email• Keep sentences short and clear

I‘m writing to enquire about…

Keep it short Keep it short & & to the pointto the point• Eliminate all the information that is not necessary

• State the most relevant and interesting information first – people are busy

• Short paragraphs (3-5 sentences)

End with a closing• Thank again

• Refer to future contact

• Closing line: Best regards, Sincerely

• Add your contact details

• Proofread for typos and mistakes

Automatic signature

Steve Cooper, Marketing Manager

ABCD Inc.Tel. +555-7654321Fax +555-7654378steve.cooper@abcd.com www.abcd.com

Example - formal emailHello, I read on your web site that you offer Music CD copying for largequantities of CDs. I'd like to inquire about the proceduresinvolved in these services.

Are the files transferred online, or arethe titles sent by CD to you by standard mail? How long does itusually take to produce approximately 500 copies? Are there

anydiscounts on such a large quantity?

Thank you for taking the time to answer my questions. I look forward

to your response.

Jack Finley

Sales Manager, Young Talent Inc.

(709) 567 - 3498

Example - informal emailHi Tom, Listen, we've been working on the Smith account and I waswondering if you could give me a hand? I need some insideinformation on recent developments over there. Do you thinkyou could pass on any information you might have? Thanks Peter

Peter Thompsen Account Manager, Tri-State Accounting (698) 345 - 7843

The power of the internet• Use live links in your emails

• Use grammar and spelling software to check for any errors

• Use synonyms dictionary, online dictionary, thesaurus