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Email Writing

The document provides guidance on writing formal emails, including why email writing is important, features of emails, things to consider before writing an email, how to structure the email, netiquette tips, and responding to emails. It discusses including a subject line, salutation, opening, body paragraphs, requests, apologies, attaching documents, closing, and signature in emails.

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kalana heshan
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37 views15 pages

Email Writing

The document provides guidance on writing formal emails, including why email writing is important, features of emails, things to consider before writing an email, how to structure the email, netiquette tips, and responding to emails. It discusses including a subject line, salutation, opening, body paragraphs, requests, apologies, attaching documents, closing, and signature in emails.

Uploaded by

kalana heshan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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FORMAL EMAIL WRITING

WHY EMAIL WRITING IS IMPORTANT?

 It is a less expensive form of communication.


 It helps to contact/send information to a large
group.
 It provides a written record of the
communication.
 It is an instantaneous form of communication.

 It can be used anytime and anywhere.


FEATURES
 Automatic reply to
messages  Signatures can be
 The address can be attached
stored or reused anytime  Attachments in the form
 Notification of delivering of files, graphics or
or not of a message sound can be sent.
 Facility to send copies of
a message to many
people
BEFORE WRITING AN EMAIL ….

 Think about why you are writing


 Consider the tone and the way you express
yourself
WHEN WRITING THE EMAIL …..
1) Subject Line - Concise and specific
Ex: Request for a reference letter

2) Salutation - use the recipient's surname with a


courtesy / honorary title

Ex: Dear Dr Smith, Dear Ms Lim


Dear Madam OR Ms , Dear Sir

*if the mail is sent to many


Ex: Dear all
3) Body Paragraphs

OPENING THE E-MAIL: REASONS FOR WRITING

 I am writing with reference to...

 I am writing with regards to...

 I am writing on behalf of...

 Following /Further to our (telephone)


conversation/meeting on (date) , …..
REQUEST OF ACTION:
 Please pay your concern regarding this request
at your earliest convenience

 Please confirm whether the arrangements could


be done.

 A prompt response would be highly / much


appreciated.
APOLOGIZING / GIVING BAD NEWS:

 Please accept my apologies for…

I regret to inform you that…

 I apologize for any inconvenience this may cause.


WHEN DOCUMENTS ARE ATTACHED :

 Please find the attached /enclosed report as per


requested.

 The report is attached herewith.

 Attached herewith is/are

 Affixed please find the…


4) Closing

-Choose an appropriate closing.


Ex: Regards / Best regards / Kind regards

-Then include your full name, contact information,


and title.
*You can use a professional signature.
NETIQUETTE

 Professionalism counts: the tone and language

 Content should be concise, clear, accurate and


organized

 Check whether the content is explained well and


complete.

 Reread it before sending


Replying

 Do not forget to reply the sender once the mail


is received; at least by saying,

Received. Thank you.


OR
Noted with thanks.

 Make sure to include the original message in


your reply if you have added any recipients.
1. Select the appropriate words to complete the
following mail.
I am writing with (1) connection/reference/regarding
to our telephone conversation this morning about your
order 7895LG. I must (2) regret/apologize/sorry for the
delay in processing this order. I can now confirm that
the goods have been shipped and should (3)
arrive/reach/deliver you within 10 working days. We
have taken special care to make sure that the items are
exactly as you requested.
Once again, please (5) take/have/accept our apologies.
If you have any further questions, do not
(6)stop/fail/hesitate to contact me again.
Write an email to a business contact to invite them to a
meeting or event.
Prepare the situation using the questions below. The
GROUP ACTIVITY 03- STEP 01
information can be real or imaginary.
• What is your company’s business? What products/services
do you offer?
• What kind of a meeting/event are you going to organise?
• To whom are you inviting?
• Why would he or she be interested and want to come?
• Does he or she need to prepare or bring anything?
• What are the details? (date, time, place etc.)
• Will lunch or refreshments be provided?
• Do you want him or her to reply by a certain date to
confirm his or her participation?
REFERENCES
 https://business.tutsplus.com/articles/how-to-write-a-
formal-email--cms-29793
 https://learnenglishteens.britishcouncil.org/sites/teens/files/
a_more_formal_email_-_exercises.pdf
 https://www.thebalancecareers.com/employment-related-
email-message-examples-2061898

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