A wise women once said “Write is 1% inspiration and 99% elimination. You know how many emails does an average person receive in a day?? Okay, I’m telling the answer. It’s 85 Emails.
So, here’s your first do. Make sure you have an email address that is professional looking.
From: Farhana (Sender)
To: Sales Team (Reciever)
CC: Hatem Trabelsi; Patricia Bartlett (“Carbon Copy” Put the email address/es here if you are sending a copy for their information (and you want everyone to explicitly see this) )
Bcc:(Blind Carbon Copy) – Put the email address here if you are sending them a Copy and you do not want the other recipients to see that you sent it to this contact.
Subject: RE: Meeting next week
Attachments: New proposal.rtf (376KB)
Four basics of an email
1. Subject line: Try to imagine that you are receiving an email, which subject line has the clearest message? why you’re emailing them. The subject line should be as clear and as specific as possible.
I would like to recommend that you start with the subject line for two reasons.
- you have a clear direction for how your email text should be written.
- you will never leave the subject line blank, which is a common mistake a lot of email writers make.
2. The greeting: Greeting should be formal and not too familiar. If you are certain about at a few details of your reader, this makes things easier. If you don’t know their name use Dear sir/Madam, or To whom it may concern, etc.
3. The email text: The largest part of your email, because it includes the main message and all the necessary details…
Here Four components of an email text:
- Introduction Sentence
- Controlling sentence
- Development(The development, which should consist of answers to WH questions.)
- Conclusion(And the conclusion, which should include words of appreciation.)
1. Try to keep the email texts to one or two paragraphs and no paragraph should be more than three for four sentences long.
2. Always add a word to thanks because Even if it’s their job to do it, no busy person likes to feel like you don’t appreciate their effort.
4. The closing: This is very short and simple.
- Just add regards or best regards and leave it at that. This is a professional email so no more than that is needed.
- This is followed by the signature, your first and last name only, no title, just your name. Add any contact information your reader will need to communicate with you.
Two types of E-mail:1. Introduction (If you’re introducing yourself, obviously you would start off with yourself. My name is Farhana, and I am working with Bangladesh Institute of ICT in Development.)
2. Announcement (An announcement email is a bit different because you really want to attract your reader’s attention. Therefore, the language will be more bold and direct. In some cases, the language may even be similar to an advertisement.)
capitalization and punctuation errors in English. It’s like road signs. If drivers ignore the road signs, then there would be worse traffic and many accidents. Just like road signs in any country. So, it’s important to understand the rules when you’re writing in English.
As for punctuation, I want to focus on six errors that are most common and easy to see quickly. These six are the
- It is used for possession, like Farhana’s laptop or Fahmida’s address.
- Contraction like can’t or wouldn’t, you should not put it in an email.
2. The exclamation point(!) (is one of the most overused symbols in punctuation. Frankly, It should never be used more than once.)
3. Commas (,)The best rule for these is to read your email aloud. The comma is used for
- FANBOYS (for, and, nor, but, or, yet, so)
- Geographical Name, List
- Dates: Sunday, March 4, 2020
4. The semicolon (;): You can avoid it. Use a semicolon to join parts of a series when some items in the series already include commas.
5. Quotation marks(” “): These are not to be used for emphasis. They’re only supposed to be used when you’re telling your reader exactly what someone said.
6. Emoticons or text symbols(:p) (do not use emoticons as you do in a text message. If you knew your reader well enough to send a text, you would not be sending an email.)
How to write apologies in our emails
The three different expressions we’ll learn is;
1. I’m sorry if: (Not sure of responsibility);
I’m sorry if+ you didn’t receive the resume I sent
I’m sorry if+ you didn’t understand the direction correctly
2. I’m sorry that: (100% sure of responsibility)
I’m sorry that+ the correct file was not sent
I’m sorry that+ our meeting for next week needs to be canceled. Please check the new date below at your convenience.
3. I’m sorry about: (Slip-ups, small errors, typing mistake, unimportant misunderstandings)
I’m sorry about+ the confusion. I will send you the correct address shortly.
How to use the expression would you mind or would like
Polite Request: Please;
1. Please send me your resume / Please meet me today at 4 PM/ Please give me direction to your office.
Could/Would/ Could you please;
1. Could you please send me your resume?
Would you mind; when you use this expression, notice that it is used with a verb in the I-N-G form. Called GERUND (Would you mind+ ing)
1. Would you mind sending me your resume?
2. Would you mind meeting me today at 3 PM?
Would Line= Want;
– I want to meet you at 3 PM.
>I would like to meet you at 3 PM
Making 2 requests,
1. Please send me your resume. Could you also include three references?
2. Could you meet me today at 3 PM? I would also like the direction of your office.
Thank You for your+ Noun
Thank You for your time and effort
Thank you for your interest in our company
I appreciated your + Noun;
I appreciate your time and effort.
Use on with days: Could we meet on Monday?
Use in with months, years and other expressions: I’m going to visit my grandparents in October.
Use at with times and other expressions: Could you please call me at 3pm?
Use next to refer to future times: I hope we can meet again next week.
Use when to start a future time clause: Let’s meet again when it is convenient.
To speak about a timetable, use the present simple: Next term runs from 1 September until 16 December.
To speak about a future arrangement, use the present continuous: Mr Toshiko is coming to our next meeting.
To speak about a plan, use ‘be going to’: Next term we are going to learn about pollution.
Use the present simple after when, if and next time in future time clause:
- I will call you when I get to the station.
- I’m going to work with my dad when I finish school.
- Let’s go for a walk if the weather is good.
- Will you visit the Eiffel Tower next time you are in Paris?
Some Do’s and Don’t
1. Use a professional email address
2. Subject Line clear and brief
3. Word of appreciation
4. Consider Culture
5. Use Active voice
Ex: My friend wrote that book (Active)
That book was written by my friend (Passive)
6. If you make mistakes in your email, people will think you also make mistakes in your work. So always check everything carefully. Ask a colleague to read and check it before you hit ‘Send’.
1. Don’t right long email
2. Don’t complain or Blame
3. Don’t send until checked
4. Word to avoid (Must, Should, Demand, Require, Necessity)
5. Don’t make mistake (Spelling, Grammar, Punctuation, and Capitalization)
I have completed my online courses on “Write Professional Emails in English” from Coursera. Most of the information collected from those courses and rest of them are from google and British council.
Resources: 1. Coursera:https://www.coursera.org/learn/professional-emails-english/home/welcome 2. British Council: https://bit.ly/2JEqkgq
Farhana Akter Khan/YSSE