Using Email instead of "Snail Mail":

Email has become a common communication tool for most busy business
people.

There are still some times that only a letter sent through the mail or a delivery
service will do. When there are legal implications, the letter should be mailed
or delivered by a service such as UPS or FedEx.

In some cases, it may be preferred to send an email instead of making a quick

telephone call. The advantage is that you will have a written record of what
you told the reader. He/she can quickly respond at a time that is convenient
for him/her. This type of "written dialogue" provides a memory helper and
keeps each party on her toes!

It is appropriate to use email for many common business communications,

including the following:

• Most good news letters, requests for information, and simple follow-up
letters.
• When a quick turnaround time is needed for response. Since business
professionals often check their email several times a day, it may be
much quicker to send the information by email than through "snail
mail." It is also a better way to get specific information to someone
instead of leaving long voice mail messages on the telephone or playing
"telephone tag."

When you do use email, it is essential that you still use good business
communications writing skills. Keep these suggestions in mind:

• Use the appropriate "formula" for writing. For a good news or request,
use three paragraphs. The first paragraph must contain the good news
or request. The second paragraph must contain the details; the last
paragraph contains no new information and is a courteous close.
• Use appropriate sentence structure, grammar, and punctuation. Don't
use "internet acronyms" such as LOL (laugh out loud)! The
communication can still send an appropriately formal message, even
though it is quicker than a traditional printed letter.
• Don't lapse into informal writing techniques that you may have learned
when using chat rooms! This is not appropriate for any business
communication.
Format Suggestions:

• If you are using an email format to complete a writing assignment in

BusComm class, you should still use MS Word to produce the
document and attach it to an email message. This helps with grading.
• It is not necessary to include the date, or a traditional "inside address" in
an email message.
• You will want to include your name in the "from" and "reply to" sections
of your email set up so that the reader will know who you are
immediately.
• You should also set up a "signature" on your email that will
automatically put your full name, position, company name, phone
number, and email address on each email you send out. This will save
you time and give the appropriate information to each person with whom
you communicate by email.
• Be sure to include a specific subject line that gives the reader an idea of
what is coming. Don't be too vague on the subject line!

Using email is a great new tool for business writing. Use it wisely and keep in
mind that you are still representing your company each time you send out an
email. Don't be embarrassed by dashing off quick, ill-advised messages! :-)
 Formatting a Business Email
Subject: ___________

Dear Sir,

Reference to your _______ dated ______ regarding ____, I would like to intimate that ___________. You
will soon receive an detailed hard copy regarding the same.

For any further queries, please feel free to contact me on my email address or phone number xxx-xxxx.

Thanks and best regards,

Sender information
Sender Designation
Company Name
Contact number

PS: This is a computer generated message and thus bears no signatures.

 Business Email Sample
To: "Anna Jones"
Cc: All Staff
From: "James Brown"
Subject: Welcome to our Hive!

Dear Anna,

Welcome to our Hive!

It is a pleasure to welcome you to the team of ___________. We are excited to have you join our team,
and we hope that you will enjoy working with our company.

On the last Saturday of each month we hold a special staff party to welcome any new employees. Please
be sure to come next week to meet all of our senior staff and any other new staff members who have
joined ___________ this month. You will receive an e-mail regarding the same with further details.

If you have any questions during your training period, please do not hesitate to contact me. You can reach
me at my email address or on my office line at 000-0001.

Warm regards,
James

Jackie Brown, Manager, Staff

jamesbrown@abcd.com
Tel: 000-0001

How to Write a Professional Letter

Alright then! Lets begin. To start, one needs to be aware that there are basically 2 formats to
professional letter writing. Both of these formats are globally known and universally accepted. However,
before that, I need to furnish you with the different parts of a letter:

1. Return address of the letter writer

2. Date of the letter (the date when the letter is written)
3. The complete name, surname and address of the recipient
4. Salutation (eg. Dear Mr. Stinson:). Make sure, the salutation ends with a colon
5. The subject line
6. The body of the letter
7. Closing (eg. Sincerely,). The closing is always followed by a comma
8. Signature of the writer, followed by the writer's name below the signature
9. Enclosure (This is in case there is any attachment to be seen along with the letter.)

Professional Letter Format Samples

Professional Letter Format Example No. 1
We start off with what I find, the easiest of the professional letter formats - Block Format. This one is very
popular as it is simple to use, with no indents and left alignment all over.

1800, Stone Ridge Street

Los Angeles, CA 90001.

February 29th, 2008

Mr. Stinson
President, Stinson Children's Center
344 Western Lane
New York, NY 10027

Dear Mr. Stinson

Subject: This line holds the subject of the letter, in one line. It has to be kept to the point.

In the first paragraph, one needs to give a brief introduction of oneself. One should also give reference to
the purpose of the letter in brief.

The second paragraph needs to give the details of the letter and its requirement. This paragraph is mostly
longer than the others and plays the main role in the letter. Keep the sentences short and to the point.
Avoid using complex words and sentences.

The third and last paragraph is the conclusion of the letter and can be kept short.

Sincerely,

(this is where the signature of the writer will be placed)

Robin Keating

Enclosures (2) (the enclosures are optional)

Professional Letter Format Example No. 2

This is one of the oldest formats - Indented Form. This one has several indents and is a little bit more
complex to draft as compared to the block format. However, it is still very popular in the professional letter
writing field.

1800, Stone Ridge Street

Los Angeles, CA 90001.

February 29th, 2008

Mr. Stinson
President, Stinson Children's Center
344 Western Lane
New York, NY 10027

Dear Mr. Stinson

Subject: This line holds the subject of the letter, in one line. It has to be kept to the point.
In the first paragraph, one needs to give a brief introduction of oneself. One should also give reference to
the purpose of the letter in brief.

The second paragraph needs to give the details of the letter and its requirement. This paragraph is mostly
longer than the others and plays the main role in the letter. Keep the sentences short and to the point.
Avoid using complex words and sentences.

The third and last paragraph is the conclusion of the letter and can be kept short.

Sincerely,

(this is where the signature of the writer will be placed)

Robin Keating

Resignation Letter Sample - Short Notice

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name:

Please accept this letter as formal notification that I am resigning from my position with ABCD
Company. I understand that two weeks notice is standard. However, if at all possible, I would
appreciate you releasing me from employment with the company as soon as possible.

I would be glad to provide any assistance I can during this transition.

Thank you for the opportunities for professional and personal development that you have provided me
during the last five years. I have enjoyed working for the agency and appreciate the support provided
me during my tenure with the company.

I'm looking forward to hearing from you regarding the end date of my employment.

Sincerely,

Your Signature

Your Typed Name

Email Subject Line: Resignation

Dear Mr./Ms. Last Name:

Please accept this message as notification that I am leaving my position with ABCD effective
September 15.

I appreciate the opportunities I have been given at ABCD and your professional guidance and support.
I wish you and the company success in the future.

Please let me know what to expect as far as my final work schedule, accrued vacation leave, and my
employee benefits.

If I can be of assistance during this transition, please let me know.

Your Name

Dr. John Smith

Reference Coordinator
County Library System
101 Main Street
Small Town, State

Dear John,

I would like to inform you that I am resigning from my position as Reference Librarian II for the County
Library System. My last day with the library will be Saturday, June 30th.

Thank you for the professional and personal development you have assisted me with over the last five
years. I consider just about everyone I have met here to be friends of mine now, and I will miss you all.
However, between my teaching load and writing work, my career has taken a different direction and I
feel is time to move onto new opportunities and challenges.

Please keep in touch. I can be reached via email at *******.

Sincerely,
Dr. Tammy Powley

______

etter of Resignation Example - With Reason

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name:

The purpose of this letter is to announce my resignation from Company Name, effective two weeks
from this date.

This was not an easy decision to make, on my part. The past 10 years have been very rewarding. I've
enjoyed working for you and managing a very successful team dedicated to a quality manufactured
product delivered on time.

I have accepted a position as VP, Manufacturing for Land Lubber Industries in Watertown, West
Virginia. This opportunity gives me the chance to grow professionally and we will only be a few miles
from our families.

I wish you and the company all the best. I do hope our paths cross again in the future.

Sincerely,

Your Signature

Your Typed Name

==========

Letter of Resignation Example - Two Weeks Notice

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email
Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name:

I am writing to announce my resignation from Company Name, effective two weeks from this date.

This was not an easy decision to make, on my part. The past ten years have been very rewarding. I've
enjoyed working for you and managing a very successful team dedicated to a quality manufactured
product delivered on time.

Thank you for the opportunities for growth that you have provided me.

I wish you and the company all the best.

Sincerely,

Your Signature

Your Typed Name

==========