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ADV Level - Week 18

Writing effective business emails requires following some best practices. The subject line should be concise and summarize the email's content to catch the recipient's attention. The email should begin with a greeting that addresses the recipient by name if possible. Thank the recipient for any previous correspondence and clearly state the purpose or topic of the email upfront. Keep the email brief and use formatting like bullet points to maximize readability. Proofread carefully before sending to avoid errors.

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ahmet sezer
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52 views11 pages

ADV Level - Week 18

Writing effective business emails requires following some best practices. The subject line should be concise and summarize the email's content to catch the recipient's attention. The email should begin with a greeting that addresses the recipient by name if possible. Thank the recipient for any previous correspondence and clearly state the purpose or topic of the email upfront. Keep the email brief and use formatting like bullet points to maximize readability. Proofread carefully before sending to avoid errors.

Uploaded by

ahmet sezer
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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Writing Business Email

Top 10 Tips
1. Subject Line Says a lot
No doubt, a subject line is the first thing a recipient reads. The decision of whether or
not to open an email depends highly on how the subject line looks. Make sure the
subject line is simple, specific, but catchy. Use key words that briefly summarize the
content of your message.

“FYI” in the subject line is a commonly used abbreviation of “for your information“.
2. Start your email with greetings
There are many variations of greetings that you can start your email with, but the most standard ones are:

Dear Firstname Lastname

Dear Mr./Ms. Lastname

Dear Mr./Ms. Firstname Lastname

Dear Dr. Lastname

To whom it may concern

It is always important to have a contact name, unless a recipient is unknown ( in “to whom it may concern” case). If
needed, don’t be shy to call and ask for the person’s name. Some people use informal salutations, such as “Good
morning” or “Hi“. It totally depends on how formal your relationships are.
3. Say thank you
If a person has replied to your email, you should thank him/her by writing “Thank you for your (prompt) reply“. It is
important to start an email on a positive note, as it creates a good first impression of you.
4. Be clear and precise:
No matter how complex your email appears to be, try to define its purpose clearly at the very beginning of the email
by writing “I am contacting you as…” or “I am writing to you in reference to/regarding…”. It helps the reader
understand the purpose of your email.

Being clear and precise is important, as most business people have no time to read all emails they receive. Being
specific about the purpose of your email will save them time and will be much appreciated.
5. Save someone’s time:
According to McKinsey Global Institute’s survey, we spend 13 hours a week or 28 percent of the workweek managing
emails. Apparently, this is not a pleasant fact! So, to save everyone’s precious time, keep your emails specific and
concise. It is also a good idea to split the body of the email into several paragraphs, based on the topics you raise.
You can also use bullet-points, which makes it easy to read.
6. Informal vs formal:
Your manner of speaking depends on who you are talking to. It usually comes naturally and is based on your
relationship with an interlocutor.

It applies to emails as well.

Here are some examples demonstrating different ways to write the same thing:

Informal: Can you …?

Formal: I was wondering if you could…

Informal: Sorry, I can’t meet you. I’m busy that day.

Formal: I am afraid I will not be available to make it that day.


7. Everybody likes sandwiches or don’t avoid the negatives

Delivering bad news is never easy! But it’s something you have to do sometimes, when working in a business
environment.

A good way to do it is to provide a reader with neutral or positive information first. Only then move to the negative
part, explaining what caused it and why it’s important. The final part of the message should provide a potential
solution to the problem or an optimistic note. It is like making a sandwich!

Your goal here is not to hide or minimize the scope of the problem, but to leave the reader with the impression that
you care or you are taking action to fix it.
8. The last vow:
Before ending your email, thank the recipient one more time by saying “Thank you for your
consideration.” It is also very common to add “should you have any questions, please do not hesitate
contact me” or “I look forward to hearing from you“.
9. Write a closing to your email:
Okay, you are almost there, but here is another thing to do:

As you have already constructed your email beautifully, it requires a beautiful closing too. There are many ways to do
so, and again, it depends on the formality of relationships between you and the reader.

Choose the most suitable phrase before typing your name.

– Yours sincerely, (when you know the name of the recipient, Formal)

– Best regards, or Kind regards, (Formal, Most common)

– Take care, Thank you, or Have a nice day (Less Formal)


10. Proofread your email:
Wait! Don’t send it yet! It is very important to reread your email carefully before hitting the send button. Check if
there are any typos, grammatical or punctuation errors, or inappropriate word usage.

It’s always good to ask someone else to proofread it for you. Remember that you cannot get the email back once you
send it!

Those are basic tips on writing a business email. Some of you might feel that there are too many rules to follow, but
we assure you that you’ll get used to them with practice. Happy emailing everyone!

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