how to write emails in english
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How to Write Emails in English
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Emails are lettersUsually shorter and less formal
than letters, abbreviated forms In business world, you should try
to appear more formal, not too casual
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Write an effective subject lineTo catch reader‘s attentionBrief and specificAvoid UPPERCASE
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Begin with a greetingDepending on the formality of
the relationshipDear Mr. Fox, Hello MonicaTo Whom It May Concern
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Thank the recipientReplying to client‘s inquiry Thank you for contacting ABC
companyFind anything to thank for Thank you for your prompt reply
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State your purposeIf you are initiating the
communicationMake it clear early in the emailKeep sentences short and clear I‘m writing to enquire about…
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Keep it short and to the pointEliminate all the information that
is not necessaryState the most relevant and
interesting information first – people are busy
Short paragraphs (3-5 sentences)
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End with a closingThank againRefer to future contactClosing line: Best regards,
SincerelyAdd your contact detailsProofread for typos and mistakes
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Automatic signature
Steve Edwards, Marketing Manager
ABCD Inc.Tel. +555-7654321Fax [email protected] www.abcd.com
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Example of a formal emailHello, I read on your web site that you offer Music CD copying
for large quantities of CDs. I'd like to inquire about the procedures involved in these services. Are the files transferred online, or are the titles sent by CD to you by standard mail? How long does it usually take to produce approximately 500 copies? Are there any discounts 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
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Example of an informal emailHi Tom, Listen, we've been working on the Smith
account and I was wondering if you could give me a hand? I need some inside information on recent developments over there. Do you think you could pass on any information you might have?
Thanks Peter Peter Thompsen
Account Manager, Tri-State Accounting (698) 345 - 7843
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Use the power of the internetUse live links in your emailsUse grammar and spelling
software to check for any errorsUse synonyms dictionary, online
dictionary, thesaurus
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Thank you and good luck!