Professional Email Guide

Professional Emails
A Practical Guide
TYPES OF EMAILS
2. PARTS OF AN EMAIL
3. CONFIDENTIALITY
4. THE SUBJECT LINE
5. THE GREETING
6. THE OPENING
7. THE BODY
8. THE CLOSING
9. THE SIGNATURE
10. SAMPLE EMAILS
11. REFERENCES
1.
Compiled by Jaime Cabrera for the scholars of Albukhary International University
Reply promptly
to serious
messages. If you
need more than
24 hours to
collect
information or
make a
decision, send a
brief response
explaining the
delay.
SHL1013 Professional English
Reply promptly to serious

messages.
10/4/2012
Four Types of Email

1. No-Reply Email You want to tell the receiver
something, either a compliment or information.

No reply is necessary.
2. Inquiry Email - You need something from the
receiver in a reply. Example: advice, or questions
answered. The reply is your desired outcome.
3. Open-Ended Email to keep communication
lines open, for the purpose of some future result
or benefit.
4. Action Email The goal is not the reply, but some
action on the part of the receiver. Examples: a
sales pitch, or asking for a website link exchange.
10/4/2012
Parts
of an
email
Parts of an Email
10/4/2012
Confidentiality
Parts of an Email
10/4/2012
Confidentiality
Your e-mails are not private. Avoid sending
confidential, proprietary, sensitive,

personal, potentially embarrassing, or
classified information via e-mail.
When sending the same email to several
people, via CCs or BCCs, remember that
their addresses are visible in the CC box.
Use the blind copy (BCC) or mail merge
function to protect the privacy of your
contacts.
10/4/2012
Subject Line
Parts of an Email
10/4/2012
The Subject Line

The subject line is the first thing the target
receivers see when sorting through their inboxes.
Always write a subject line that is informative,
direct, and states the main issue in the email.
Keep it short; long subjects lines dont show
well in the browser windows, or are ignored.
Use sentence case, not all caps.
When replying, change the subject line when
the topic changes.
10/4/2012
Greeting
(Salutation)
Parts of an Email
10/4/2012
The Greeting (Salutation)

Always open your email with a greeting.
For formal or business e-mails, use the

surname, not the first name:
Dear Mrs. Cowabunga,
Dear Sir,
If youre contacting a company, not an
individual, you may write
To Whom It May Concern:
Gentlemen:
10/4/2012
Opening
Sentence
Parts of an Email
10/4/2012
The Opening
Begin with a line of thanks. Find any way to
thank target receivers. This will put them at

ease, and it will make you appear more
courteous.
For example, if someone asked a question,
you can begin with:
Thank you for contacting Tanza Company.
If someone replied to your email, you can
begin with:
Thank you for your prompt reply.
10/4/2012
State your purpose

State your purpose in the opening
sentence.
I am writing to enquire about
I am writing in reference to
Dont write a long introduction, dont
tell a story. Skip the niceties.
People just want to know what you
want, so state that, in the first sentence.
10/4/2012
Information in
Detail
Parts of an Email
10/4/2012
The Body
Be brief but polite. Tell them exactly
what you want, in as short an email as

possible.
If your message runs longer than two or
three short paragraphs, reduce the
message or provide an attachment.
Remember to say "please" and "thank
you." And mean it.
10/4/2012
Write about one thing

If possible, dont overwhelm the target
receiver.
If you write about multiple things, with
multiple requests, it is likely that:
your email wont be read or acted on
the receiver will only do one of those things
Stick to one subject, with one request. Once
thats done, you can send a second one.
10/4/2012
Use If then statements

To avoid back-and-forth exchange, and save
time, anticipate the possible responses.

Give a desired action for each possible
response.
For example, instead of asking if theyve
received a response, waiting for a reply, and
then replying to that reply, try and do it all in
one email:
Did you receive a response from Mr. Xena? If so,
please email the report to me by Tuesday. If not,
please follow up and let me know the response today.
10/4/2012
Keep it professional
Dont use jokes, emotions, or emoticons.
Do not send inflammatory or emotionally charged
comments via e-mail.

Don't use abbreviations or acronyms such as PLZ,
ROFLOL (rolling on the floor laughing out loud),
or WUWT (what's up with that).
Avoid exclamation points, ellipses, question marks,
bold, italics, underlines, or multi-colored font.
It is considered very rude to use CAPITAL
LETTERS LIKE THIS BECAUSE IT MEANS THAT
YOU ARE SHOUTING.
10/4/2012
Closing Sentence
Parts of an Email
10/4/2012
Professional Closing
How do you properly end an email? A simple
question, yet so many people are not sure

about what is proper email etiquette.
In the business world, ending an email
professionally is just as important as
perfecting the rest of the message.
If you do it sloppily, you might lose some
precious business opportunities.
Avoid this by following a few basic rules of
professional email conduct.
10/4/2012
The Closing Remarks

Courtesy is always important, no matter how short
the email is. Before you end your email:

Thank you for your patience and cooperation.
Thank you for your consideration.
Include an accurate follow-up statement:
I will send you additional information.
I look forward to receiving your input.
If you have questions or concerns, do let me know.
I look forward to hearing from you.
If a response is required, specify what, when.
10/4/2012
The Closing
Use a professional closing:
Best regards,
Sincerely,
Thank you,
For more casual emails:
Best wishes,
Cheers,
For more formal emails:
Yours Sincerely,
Yours Faithfully,
10/4/2012
Email Signature
Parts of an Email
10/4/2012
The Email Signature

A professional signature makes it easy to contact you.
Your email account can automatically add these data to
the bottom of the email:

full professional name
job title
business phone/fax numbers
business street address
business website, if any
a legal disclaimer if required by your company.
Depending on policy, you may also want to include a link
to the company's website or social media pages.
10/4/2012
How to create a signature

Click the gear icon
in the upper right, then
select Settings.
Enter your new signature text in the box at the
bottom of the page next to the Signature option.
Click Save Changes.
Signatures are separated from the rest of your
message by two dashes.
To see a signature in Gmail, click the Show
trimmed content button at the bottom of the
message.
From: http://support.google.com/mail/bin/answer.py?hl=en&answer=8395
10/4/2012
Your Signature
Different signatures for different addresses
If you send mail "from" multiple addresses in Gmail, you can set a
different signature for each address in the General tab of your
settings.
Choose the second radio button in the "Signature:" section.
Use the drop-down menu to choose the appropriate address and set
the signature you want.
Editing your signature
If you're editing your signature and only have an option to create a

plain text signature, this is due to the settings.
Click Compose to create a new message, then click the Rich
formatting option in the message.
Once this change is made, you'll be able to create a rich text
signature.
From: http://support.google.com/mail/bin/answer.py?hl=en&answer=8395
10/4/2012
Attachments
Parts of an Email
10/4/2012
Attachments
If there are any attachments, mention
them in the email so that the receiver

knows to look for and open the files.
Appropriately name the attachments so
that the receiver knows what each
document is just by reading the file
name.
10/4/2012
Review
CLARITY: Once youve written an email,
take a few seconds to read over it before

pressing the Send button. Read it as if you
were an outsider how clear is it?
AMBIGUITY: Are there any ambiguous
statements that could be interpreted the
wrong way? If so, clarify.
LENGTH: As you review, see if you can
shorten the email, remove words or
sentences or even paragraphs.
10/4/2012
Revise, Check,
Review
Parts of an Email
10/4/2012
Check, and then check again

Before you hit the send button
Edit
and proofread. You may think you're too

busy to do the small stuff, but your reader may
think you're careless, unqualified, or
unprofessional.
Review and spell-check your email one more
time to make sure it's truly perfect.
10/4/2012
Finally
Reply promptly to serious messages.
If you need more than 24 hours to collect
information or make a decision, send a brief

note to explain the delay.
Some replies are delayed by electronic
transmission. Explain the delay.
Some messages arrive at the end of the last
working day of the week. Check emails just
before you leave.
10/4/2012
Sample Emails
JOB INTERVIEW - THANK YOU

JOB APPLICATION - COVER LETTER
REQUEST FOR AN UPDATE
10/4/2012
Dear Mr./Ms. Last Name:
Sample 1
Job
Interview
- Thank
you
It was very nice to speak with you today about the sales
position at the ABC Organization. The job seems to be
an excellent match for my skills and interests. The selfconfident and aggressive characteristic requirements
you described needed for this position confirmed my
desire to work with you.
In addition to my experience, I will bring to the position
assertiveness and the skills to motivate others to work
cooperatively as a team.
I appreciate the time you took to interview me. I am
very interested in working for you and look forward to
hearing from you regarding this position.
Sincerely,
Your Complete Name
Your company address
Your work phone / fax numbers
10/4/2012
Dear Hiring Manager,
Sample 2
Job
Application
- Cover
Letter
I saw your job posting for a graphic designer in the ABC site. I believe
I can be an ideal match for the position advertised.
I have extensive experience in the planning and design of all graphicrelated projects. In my position as ___ for ___ Company, I was part of
several projects for website design, the company intranet portal,
product brochure design, print and media advertisement as well as
newsletters for our customer subscribers.
Attached is my resume; these are some sample websites that I

designed:
URL
URL
If you require further information, please let me know.
I look forward to hearing from you. Thank you for your consideration.
Best Regards,
Your complete name
Your company address
Your work phone number
10/4/2012
Hi Jane,
Sample 3
Request
for
Update
Can you lease update me on the status of the project

timelines?
Last week you mentioned that you were waiting for Sam to
send you the development timeline and that you were
working on communication and planning documents
(including timelines) for the project.
I am planning for the project in Asia Pacific and need these
dates to initiate discussion with the countries. The pilot will
be a topic of discussion on our weekly status calls next week.
Your assistance in getting this information as soon as
possible is appreciated.
Thanks,
Robert
From: www.qgroupplc.com/category/writingemails
10/4/2012
Know more at
Basic Explanations
http:\\www.englishtown.com/community/channels/article.aspx?articleName=184-email or
www.ehow.com/how_4995393_end-email-professionally.html
Good Explanations http:\\grammar.about.com/od/developingessays/a/profemails.htm;
home.comcast.net/~leparcell/email.html
Practical Explanations http:\\www.lifehack.org/articles/communication/do-your-emailssuck-how-to-write-emails-that-get-results.html
Excellent Explanations (Detailed) http:\\thinksimplenow.com/productivity/15-tips-forwriting-effective-email/
Excellent Explanations (With Examples) http:\\jerz.setonhill.edu/writing/e-text/email/
Concise Explanations 1 http:\\www.ehow.com/how_4679819_write-professionalemail.html
Concise Explanations 2 http:\\www.ehow.com/how_2159648_write-professionalemails.html
Practical Explanations http:\\rarepattern.com/nodes/2008/01/email-etiquette-bestpractices-things-avoid
Not Required But Helpful http:\\www.techrepublic.com/article/10-e-mail-best-practicesto-share-with-your-users/6161848
10/4/2012
You might like these
8 E-mail Mistakes that Make You Look Bad http:\\www.lifehack.org/articles/lifehack/8-email-mistakes-that-make-you-look-bad.html

How to Know If Your Email Has Been Read http:\\www.ehow.com/how_5775094_emailread.html
Why Emails Should be Short Instead of Nice http:\\gigaom.com/collaboration/why-emailsshould-be-short-instead-of-nice/
7 Rules for Communicating Clearly and Concisely http:\\gigaom.com/collaboration/7-rulesfor-communicating-clearly-and-concisely-in-email/
Five Things I Learned From 20 Years of Email http:\\gigaom.com/2012/08/19/five-thingsive-learned-from-20-years-of-email/
Two More Killer Tips for Effective E-mail http:\\blogs.bnet.com/businesstips/?p=4686
Don't Annoy Your Boss and Co-Workers with E-mail Gaffes
http:\\blogs.bnet.com/businesstips/?p=4262
Write More Efficient E-mails to Save Time and Frustration
Don't Bring Down Your Mail Server with Reply All
If you want to know more: CC, BCC, virus, spam, and phishing
http:\\www.techrepublic.com/article/10-e-mail-best-practices-to-share-with-your-users/6161848
10/4/2012
End of Presentation
THANK YOU
10/4/2012

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Professional Email Guide

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Professional Emails

Compiled by Jaime Cabrera for the scholars of Albukhary International University

Reply promptly to serious

Four Types of Email

something, either a compliment or information.

SHL1013 Professional English

confidential, proprietary, sensitive,

The Subject Line

The Greeting (Salutation)

For formal or business e-mails, use the

SHL1013 Professional English

thank target receivers. This will put them at

State your purpose

what you want, in as short an email as

Write about one thing

Use If then statements

time, anticipate the possible responses.

comments via e-mail.

question, yet so many people are not sure

The Closing Remarks

the email is. Before you end your email:

SHL1013 Professional English

The Email Signature

the bottom of the email:

How to create a signature

in the upper right, then

Editing your signature

If you're editing your signature and only have an option to create a

them in the email so that the receiver

take a few seconds to read over it before

Check, and then check again

and proofread. You may think you're too

information or make a decision, send a brief

JOB INTERVIEW - THANK YOU

SHL1013 Professional English

Dear Mr./Ms. Last Name:

SHL1013 Professional English

Dear Hiring Manager,

Attached is my resume; these are some sample websites that I

SHL1013 Professional English

Can you lease update me on the status of the project

SHL1013 Professional English

You might like these

8 E-mail Mistakes that Make You Look Bad http:\\www.lifehack.org/articles/lifehack/8-email-mistakes-that-make-you-look-bad.html

SHL1013 Professional English

SHL1013 Professional English

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