Business Emailing

Stick to a single subject in the email.

Keep it short and to the point.
Dont try to put too many subjects in one
email. The reader will lose focus and may
miss out the main message.

Emailing Conventions:

Write the correct

subject in the
subject text box.
Example
Subject: Unable to
access server
ACSX123

Greetings:

Dear Mr. Sridhar/Ms. Aishwarya; Hi Mary/ Hello

Saieshwar.
Use Mr. if you are writing to a man and addressing him
by his last name.
Use Ms. If you are writing to a woman and addressing
her by her last name
Do not shorten names-Robert to Bob
If you are addressing a group of people, you can say
Dear plus the unifying attribute.
For example: Dear Project Managers (notice the colon
after Managers

First line of the e-mail

A bad first line of e-mail will be the only part of

the e-mail the customer reads. However, a
strong and informative first line, clearly stating
the benefit of reading the full e-mail, will
increase the chance that more customers will at
least scan most of the message.

Identification

Introduce yourself if you are writing to someone for the

first time
Example: I am a Project Manager at HAL. I head the
design bureau Team which is working on the ALH
project.
If the email is a response to another mail, mention the
topic under discussion.
Example: your mail says that you are unable to access
the contents of the database folder

paragraphs

Put the most important information at the top, followed

by the most important supporting information. Each
successive paragraphs will receive less and less
important information.
Use dashes or bullets to express lists of ideas or section
headings
Example:
Inform the required department
Send a copy to all the team members
Ask the team leaders to discuss the issue with the team

Use the right tone

Do not be too formal or too familiar.

Do not write using only capital letter
Use capital letters only where necessary

Spacing.

Most paragraphs should not exceed three

or four lines of text.
Use bullets liberally to make individual
points without writing a whole paragraph
space between
Place
single
line
space
between
paragraphs and sections.

Standard expression in emailing

Opening the message:
Use hi, hello, dear<first name> followed by
a comma or a colon,
E.g. if the cline name is James Taylor
Hi James(: or,)
Dear Mr. James (,or)

salutation

Thank you for your prompt reply/response

Thank you for the recent e-mail
Thanks (Its informal, could be used with
people whom you know well/ thank you
for your comments/
feedback/appreciation.
Thank you for mailing the details
Thanks for your concern

Footer/closing statement

If you require more information, please call me on 0989

2343 353.
If you need clarifications, please email us at
hal@hotmail.com.
If you any queries, please feel free contact us via phone
or email.
I look forward to hearing from you.
I look forward to your response.
Looking forward to your email.

Sign off:

Thanks (informal)
Regards
Best regards
Warm regards
Thanks and regards ( if anybody has given some
appreciation for the work you have done OR
when you ask somebody to do something for
you <login, check and confirm the functionality>

Signature

Full Name
Designation
Address (not mandatory
Telephone number ( if not already
mentioned in email)
Any other email address (not mandatory)

Useful expression

Responding
In response to your question (enquiry)
I understand from your mail that
You have written to say that
Thank you for your recent enquiry regarding..
Regarding your question about

information

Is I would like to inform you that.

You are informed that
Please note thatI would like to let you
know.
This is to inform you that.

Requesting

I would like you to

Please inform me
Please could you..
I would appreciate it if you could.

Confirming

I would like to confirm.

Please could you confirm.
This is to confirm that

Eliciting information
I

would also like to know

Could you tell me whether..

Reminding

Please would you remember that/to

I would like to remind you that/to
This is to remind you to..
You are reminded that/to..

suggesting

It is suggested that..
I would suggest that..
May I suggest that..
We would like to suggest that..

Recommendation

I would recommend that..

It is recommended that

Security issues

For your security.

Due to security reasons..
APOLOGIZING
I apologize for the problem you are facing
with.
I apologize for the difficulties you have
experienced with./ in trying to..
I / we apologize for any inconvenience this may
have caused

Advising

We had better check

You ought to consult.
I would like to advise.
If I were you, I would

Assuring:

We will resolve this issue as soon as

possible (ASAP)
Our engineers are working on this and we
will inform you as soon as the issue is
resolved
We will look into the matter immediately
and get back to you.

Paraphrasing

I understand that
I gather from your message that
I perceive from your mail that.