Business Emailing

8/10/2019 Business Emailing

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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 oneemail. The reader will lose focus and may

miss out the main message.


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Emailing Conventions:

Write the correctsubject in the

subject text box. Example

Subject: Unable toaccess server

ACSX123


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Greetings:

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

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 sayDear plus the unifying attribute.

For example: Dear Project Managers (notice the colonafter Managers


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First line of the e-mail

A bad first line of e-mail will be the only part ofthe e-mail the customer reads. However, a

strong and informative first line, clearly statingthe benefit of reading the full e-mail, willincrease the chance that more customers will atleast scan most of the message.


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Identification

Introduce yourself if you are writing to someone for thefirst time

Example: I am a Project Manager at HAL. I head thedesign bureau Team which is working on the ALHproject.

If the email is a response to another mail, mention thetopic under discussion.

Example: your mail says that you are unable to accessthe contents of the database folder


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paragraphs

Put the most important information at the top, followedby the most important supporting information. Eachsuccessive paragraphs will receive less and less

important information.

Use dashes or bullets to express lists of ideas or sectionheadings

Example:

Inform the required department

Send a copy to all the team members

Ask the team leaders to discuss the issue with the team


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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


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Spacing.

Most paragraphs should not exceed threeor four lines of text.

Use bullets liberally to make individualpoints without writing a whole paragraphspace between

Place single line space betweenparagraphs and sections.


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Standard expression in emailing

Opening the message:

Use hi, hello, dear followed by

a comma or a colon,E.g. if the cline name is James Taylor

Hi James(: or,)

Dear Mr. James (,or)


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salutation

Thank you for your prompt reply/response

Thank you for the recent e-mail

Thanks (Its informal, could be used withpeople whom you know well/ thank youfor your comments/

feedback/appreciation. Thank you for mailing the details

Thanks for your concern


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Footer/closing statement

If you require more information, please call me on 09892343 353.

If you need clarifications, please email us [email protected].

If you any queries, please feel free contact us via phoneor email.

I look forward to hearing from you.

I look forward to your response.

Looking forward to your email.
mailto:[email protected]:[email protected]


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Sign off:

Thanks (informal)

Regards

Best regards Warm regards

Thanks and regards ( if anybody has given some

appreciation for the work you have done ORwhen you ask somebody to do something foryou


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Signature

Full Name

Designation

Address (not mandatory

Telephone number ( if not alreadymentioned in email)

Any other email address (not mandatory)


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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


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information

Is I would like to inform you that.

You are informed that

Please note thatI would like to let youknow.

This is to inform you that.


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Requesting

I would like you to

Please inform me

Please could you..

I would appreciate it if you could.


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Confirming

I would like to confirm.

Please could you confirm.

This is to confirm that


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Eliciting information

I would also like to know

Could you tell me whether..


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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..


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suggesting

It is suggested that..

I would suggest that..

May I suggest that..

We would like to suggest that..


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Recommendation

I would recommend that..

It is recommended that


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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


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Advising

We had better check

You ought to consult.

I would like to advise.

If I were you, I would


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Assuring:

We will resolve this issue as soon aspossible (ASAP)

Our engineers are working on this and wewill inform you as soon as the issue isresolved

We will look into the matter immediatelyand get back to you.


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Paraphrasing

I understand that

I gather from your message that

I perceive from your mail that.

Business Emailing

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