Writing Emails in English

Parts of Email
Email Features
Learning Tool for Writing Emails
The Top 10 Do’s
Sample Emails




Parts of Email

Here are the fields of the Email defined with example texts.


Sample 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


Salutation Options: Dear [name],

  • Dear Sir - to a man if you do not know his name.
  • Dear Madam - to a woman if you do not know her name.
  • Dear Mr. Jones – to a man.
  • Dear Mrs. Jones – to a married woman.
  • Dear Miss. Jones – to an unmarried woman.
  • Dear Ms. Jones – to a married or unmarried woman.
  • Dear Geoff – to someone you already know well or a friend.
  • Hi [name], Hi, Hello [name], Hello,
  • To whom it may concern,

Example Opening Sentences

  • Following our phone conversation, I am sending /attaching/forwarding/etc.…
  • Attached, please find the documents you requested …
  • In regards to the upcoming event….
  • 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 …
  • Please reconsider our proposal …
  • In response to your job post…
  • 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 to the 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 do not 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 closing lines before the Signature: identify yourself, company and contact information.

  • Best Regards, [informal - following an update or FYI or information sharing]
  • Thanks, [informal – following request for action or information]
  • Thank you, [more formal following request]
  • Sincerely, [formal first contact]

Signature

Name
Title, company name
Email
Phone/Fax
Web Address


Click here for more example emails.

  • Job Interview Thank you
  • Job Cover Letter
  • Request For Update on a Pilot

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Email Features


There are many features that are included in emails. Here are just a few important ones.


Spelling: Always read your email before sending. Check 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 such as exe, jpg, xls, doc are sometimes considered spam.
  • When replying, do not resend attachments.
  • Use links, whenever possible, to files that are stored online or in shared folders.

Options: If an email is very important, under options request a read receipt. This way you can ensure that you will know when the email arrives at its destination.


Reply to All: Stop and think before hitting reply to all. Sometimes you may just need to hit reply.



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ENGLISH EMAIL WRITING LEARNING TOOL



Start Writing ENGLISH Emails

This Guided Writing Lessons for Emails teaches you to write English Emails.

Click here for the demo lesson.



Learn how to create strong email titles and subject lines
Learn how to create clear email messages
Learn how to improve your punctuation and grammar
Gain confidence in your English email writing now!



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The Top 10 Do’s


  1. Write a meaningful subject line
  2. Keep the message focused and readable.
  3. Avoid large attachments.
  4. Identify yourself clearly.
  5. Be polite and kind.
  6. Check spelling, grammar and punctuation before sending
  7. Use your personal Email accounts for personal issues and your company email strictly for business.
  8. Respond quickly.
  9. Show respect and restraint.
  10. Use plain formatting, without stationary backgrounds, images, wallpapers or fancy stylized fonts.


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Sample Emails



Job Interview - Thank you

Dear Mr./Ms. last name:

It was very nice to speak with you today about the sales position at the ABC Organization. The job seems to be an excellent match for my skills and interests. The self-confident and aggressive characteristic requirements you described needed for this position confirmed my desire to work with you.

In addition to my experience, I will bring to the position assertiveness and the skills to motivate others to work cooperatively as a team.

I appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you regarding this position.

Sincerely,
Your name
Email address
Street address
Phone number


Job Cover Letter

Dear Hiring Manager,

I saw your job posting for a graphic designer in the ABC site.

In my position as Media Director for XYZ Company, I headed several projects for website design including the company intranet portal, product brochure design, print and media advertisement as well as newsletters for our customer subscribers.

I also have extensive experience in the planning and design of all graphic related projects. I believe I am ideally suited for the position advertised.

I have attached my resume and below are some sample websites that I have designed, for your review: URL
URL
URL

If relevant, I can send additional samples of work for your review. If I can provide you with any further information on my background and qualifications, please let me know.

I look forward to hearing from you. Thank you for your consideration.
Best Regards, Your Name
Email Address
Address
URL
Phone Number


Request for Update

Hi, Jane,
Please update me on the status of the project timelines?

Last week you mentioned that you were waiting for Sam to send you the development timeline and that you were working on communication and planning documents (including timelines) for the project. I am planning for the project in Asia Pacific and need these dates to initiate discussion with the countries. The pilot will be a topic of discussion on our weekly status calls next week.

Your assistance in getting this information as soon as possible is appreciated.

Thanks,
Robert


More


Real life English tips

5 tips to improve your pronunciation

7 tips to improve your writing



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