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    Learn Courses Business english Office Writing emails

Office - Lesson 2.2

Writing Emails

(Escribir correos electrónicos)

Below are some suggestions for writing a professional email.

Below are some suggestions for writing a professional email.

- Write a clear subject in the subject line which explains the reason for the message.
- Write short and concise sentences.
- Write the most important information first.
- Use simple grammar. Avoid passive tense, etc.
- Use numbers or bullet points to make the message clearer.
- Use paragraphs to keep the email clear and orderly.
- Write “Hello” in the subject line.
- Write long, complicated sentences. E-mail readers want short, to-the-point messages.
- Give personal information that you don’t want shared with others (your message could be sent to others).
- Use capitol letters to write words as this is considered shouting in e-mail language.
- Use different fonts in the message (the receiver may not be able to read it).
- Use abbreviations or acronyms like “BTW” as the reader may not understand them or may be offended due to cultural differences.
- Use symbols like this “:=)”; they may be misunderstood and seem unprofessional.

Useful Phrases

Starting an email

  Hello, Ms. Brown [name of recipient].
  How are you?
  How’s everything?
  I was glad to hear from you.
  I hope thing are going well with you these days.
  I hope you are well.
  What’s new?

Reason for writing

  I am writing because…
  The reason I am writing is because…
  I wanted to ask you for a favor…
  I would like to…

Responding to an email

  Thanks for your email.
  It was great to hear from you.
  Sorry for not writing earlier.
  I hope you and your family are well.

Responding to News

  Glad to hear that you’re well.
  Sorry to hear about…
  Good luck with…
  Hope you feel better soon.

Ending an email

  Thanks for your attention.
  Please let me know if you have any questions or concerns.
  Many thanks.
  I look forward to hearing from you.

Sample Email

From: hr@company.com
Date: Thursday, September 13, 2012 9:14 a.m.
To: bbrown@anemail.com
Subject: Interview for secretary position

  Hello Ms. Brown.
It was nice meeting you in our interview last Monday. We would like to invite you back for a second interview with the Department head next week.
Would you be available to come next Tuesday at 10:00 a.m.?
I look forward to hearing from you.
Best regards,
Mrs. Samson
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