Writing Emails in English

Electronic mail, most commonly abbreviated email or e-mail, is a method of exchanging digital messages.
An electronic mail message consists of two components, the message header, and the message body, which is the email's content. The message header contains control information, including, minimally, an originator's email adrress and one or more recipient addresses. Usually additional information is added, such as a subject header field.
Emails are a fast way to communicate for business and pleasure. In this post you'll find useful hints and tips to write better emails in English.

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

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:

• Dear [name],
• Hi [name],
• Hi,
• Hello [name],
• Hello,
• To whom it may concern,

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

Click here for more example emails.

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

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.

The information in this post has been taken from Wikipedia and Learn English on line