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Communications Skills-Emails

The document provides guidance on writing formal and semi-formal email messages. It recommends using a professional email address with your full name. Formal emails should use complete sentences, an appropriate salutation, your full name and title at sign-off, and be brief and to the point. Examples of a poorly and well-written email are included. Guidance is also given on follow-up messages and messages to project teams.

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343 views24 pages

Communications Skills-Emails

The document provides guidance on writing formal and semi-formal email messages. It recommends using a professional email address with your full name. Formal emails should use complete sentences, an appropriate salutation, your full name and title at sign-off, and be brief and to the point. Examples of a poorly and well-written email are included. Guidance is also given on follow-up messages and messages to project teams.

Uploaded by

Aaila Akhter
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Writing Emails: Formal and

Semi Formal Messages


Spring 2022
Formal & Semi-Formal Email Messages
• For work-related communication, make an email ID that contains your first
and last name.
• Refrain from using nicknames or funny titles.
e.g. snowwhite101@anyemail.com X
razoredge007@anyemail.com X
• Use only the minimally required additions to your name that would keep the
ID unique.
e.g. rohail.abbasi92@anyemail.com OK [choose this if available]
rohail.abbasi.1992@anyemail.com
Formal email messages
• Use complete sentences.
• Start with an appropriate salutation addressing the recipient.
• Sign off with your full name and title/affiliation.
• Introduce yourself in the first line, if necessary.
• Be brief and to the point.
• Use simple language.
• Be polite.
• Break the body text up into short, readable paragraphs.
• One email should not be longer than one screen-length.
Example of a poorly written email

To: manager@instatech.com
From: Tina Stringer
Subject: I need jobz

der Employer,

I wud like 2 apply 4 da job in customer service. I saw ur job on FB. I got my
resume and added it to da email. I wud appreci8 ur response. -TS
Three good examples
• Example of an email message from a prospective employer (formal)
• Follow-up message (semi-formal)
• Message to a project team (semi-formal)
Dear Tamkeen, 

Thank you for your email and interest in [organization name] - it's wonderful to hear from you! Your application was a
pleasure to read.

However, following various discussions at our office here in London, the team has decided to spend some more time
researching the [project task] before starting the main project. With this in mind, we will delay the start of the project
until later this year, and I will keep you updated on this timeline. 

In the meantime, I am looking to gather a small focus group of language consultants to work with me intermittently as
I research the [project sub-task]. More specifically, I would like to research the relationship of [project subtask] with
[another project-related concern], and how this relationship might impact the making of the [main project to be
delivered].

Do you think this is something you would be interested to help me with?

Please let me know your thoughts.

Best wishes,

Rachael
Dear Tamkeen, 
Acknowledgement
Thank you for your email and interest in [organization name] - it's wonderful to hear from you! Your
application was a pleasure to read.

Explaining your However, following various discussions at our office here in London, the team has decided to spend some
more time researching the [project task] before starting the main project. With this in mind, we will delay
viewpoint on issue the start of the project until later this year, and I will keep you updated on this timeline. 

In the meantime, I am looking to gather a small focus group of language consultants to work with me
Particulars requiring intermittently as I research the [project sub-task]. More specifically, I would like to research the relationship
attn. of recipient of [project subtask] with [another project-related concern], and how this relationship might impact the
making of the [main project to be delivered].

e st Do you think this is something you would be interested to help me with?


qu
cific re
Spe Please let me know your thoughts.

ling of a
ig na on
S tati se Best wishes,
p ec spon
ex re
Rachael
Hello Tamkeen, 

Thanks for the update - hopefully the pace will continue to quicken as we proceed!

Best, 
Rachael
Hello Tamkeen, 

Thanks for the update - hopefully the pace will continue to quicken as we proceed!

Best, 
Rachael
Hello all,

Happy Diwali! I wish you all a wonderful celebration, and hope you’re enjoying the festivities.
 
Thank you for completing your Phase 4 tasks. I will not provide any information or tasks today, as I
am sure you will be too busy celebrating (and I encourage it!).
However, tomorrow I will be in contact with an important project update, so please do look out for
that.
 
In the meantime, enjoy!
 
Best,
Rachael
1. Salutation
Dear Alfred
Dear Alfred Einstein
Dear Professor Einstein

To group/team:
Dear all
Hi all
Hi everybody
To all members of the xxx group
Hey everyone [X]
To someone you know well:
Hi!
Hope all is well.
Hope you are keeping well.

To someone whose names or job position you don’t know


Dear Sir/Madam,
To whom it may concern
Hi
Hello
Good morning
Dear Sales Manager
• Use Ms. Name Instead of Miss or Mrs.
• Use Dr. Lastname when applicable, instead of Mr. Lastname
Punctuating the salutation
Dear Hamza

Dear Hamza,

Dear Hamza:
2. The complimentary close
• Neutral • Formal • Semi-formal/
Best regards Yours sincerely Informal
Kind regards Yours faithfully All the best.
Best wishes Yours cordially Have a nice weekend.
Regards With kind regards Hope to hear from
you soon.
With best wishes
Speak to you soon.
Cheers
See you at the …..
3. How to mention the attachment in the body
text
• Please refer to the attached document.
• The document is attached herewith.
• I have attached the document for your kind perusal.
• Please find attached to this email a copy of ….
• I am sending the file as an attachment.
• Kindly see my CV attached below.
• You will find the attachment below.
• Please see the attached report for budget estimate.
• Further information is provided in the attachment.
• The requested document is attached to this email.
4. Phrases before the complimentary close
Expressing goodwill towards others
• Please convey my best wishes to…
• Please send my regards to….
• Say hello to

Wishing people well


Best wishes for the holidays
I would like to take this opportunity to wish you ….
I wish you every success.
May I wish you a Happy Eid
Allow me to offer my heartiest congratulations….
Have a great Thanksgiving!
5. Giving main reason for message
• To known person or group of persons
This email is to inform you that….
For your information, here is…
This is to let you know that…
Just a quick update on…
Just to let you know that…
This is a quick message to…
Just a quick message to ask you whether…
I was wondering whether….
• First contact to unknown person
I found your name in the references of X’s paper on….
I am writing to you because….
Your name was given to me by…
Your address was given to me by….

Making reference to previous mail/conversation


In relation to/With reference to/ Regarding…
Further to our conversation of yesterday, …
Further to our recent meeting, …
As per our conversation,
Following our discussion, …
As requested, I am sending ….
• Making reference to previous meeting
You may recall that we met at XXX
You may remember we met last year in …..

• Following up a telephone call


It was good to speak to you this morning
As mentioned on the phone,…
Following our earlier conversation,
Re our phone call this morning,
I just wanted to check that I have got the details correctly.
Many thanks for your earlier call. As discussed, …..
As agreed earlier over the phone,
Organizing content
• Stressing main points and drawing attention to something
What I really want to stress here is that….
The main concern is ….
The important thing is …..
The key factor is…..
Can I draw your attention to (no question mark)
What I need to know is …..
It is crucial for me to…..
I cannot stress how important it is to….
• Indicating change in subject
• Before I forget, …
• While I remember, ….
• I must also add that….
• By the way, …. [considered suitable for formal communication]
• Speaking of which, this reminds me that….
• On a different note, ….
• On a side note, ….
• Also/ Furthermore/ Moreover
• Summarizing and concluding
So, just to summarize…
I would appreciate if you could get back to me with details on the
aforementioned points.
That is to say ….
All this to say, …
Essentially, …
So basically, I’m asking you two things. First,….. And second,
If you could answer all three of these questions, I would be most grateful.
The End

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