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Email Explaination

The document provides guidance on writing formal emails. It explains that a formal email should have an introduction with a salutation addressing the recipient properly based on whether they are known or unknown. The body of a formal email should be concise and get straight to the point with no more than four paragraphs, each covering a single point. It also notes the email should include questions to prompt a response and a closing thank you or call to action. The closing should use options like "Thank you" or "Best regards" followed by the sender's full name and position. Formal emails should not use contractions or all capital letters and should have proper grammar, vocabulary, and sentence structure.

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23 views

Email Explaination

The document provides guidance on writing formal emails. It explains that a formal email should have an introduction with a salutation addressing the recipient properly based on whether they are known or unknown. The body of a formal email should be concise and get straight to the point with no more than four paragraphs, each covering a single point. It also notes the email should include questions to prompt a response and a closing thank you or call to action. The closing should use options like "Thank you" or "Best regards" followed by the sender's full name and position. Formal emails should not use contractions or all capital letters and should have proper grammar, vocabulary, and sentence structure.

Uploaded by

Dindaryntt
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Meeting 6

Writing an email

An email is an electronic mail between sender and receiver. It can be in form of formal and
informal. Formal email is usually intended for professional use or addressed to someone you do
not know very well. Formal email is written well-structured with accurate grammar,
punctuation, and spelling. While informal email is usually more casual and addressed to
someone you know well.

Structure of email

 Introduction ( it is usually started with salutation )

The salutation of a formal email is similar to the salutation of a letter. When writing to
someone you do not know by name, you put “To Whom it May Concern.” When applying
for a job, you would address the person by, “Dear Hiring Manager.” If you do know the
recipient’s name, you put “Dear Mr./Ms. Smith.” For a formal salutation, you should not
use the recipient’s first name or the informal greetings “Hello” or “Hey.”

 Body (the actual message of an email)

It is important to remember that an email needs to be concise. The first sentence, known as
the opening sentence, can be a greeting if the situation allows it.

 I hope all is well with you.


 Thank you for your prompt response.

However, for most formal emails it is best to get straight to the point. Depending on the
subject, you should have a maximum of four paragraphs and each paragraph should contain
a single point. It is also important to provide questions in order to prompt a response. At
the end of your last paragraph you should provide a “thank you” or “call to action”
depending on the subject of your email.

 Thank you for your assistance with...


 Thank you for your time and I look forward to hearing back from you.
 Please feel free to call or email me if you have any questions.
 I would appreciate it if this could be taken care of promptly.

 Closing

Like the salutation, the closing of a formal email can be the same as the closing to a letter.
However, unlike the salutation, there are more options for a closing.
 Thank you
 Best regards
 Sincerely
 Yours
The closing is then followed by your full name. It is also beneficial to add your job position
(if applicable) and phone number under your name in the 4th paragraph.

 Attachment ( it usually contains document, video, or photo)

Tips for formal email:

Do NOT use contractions.


For example: don’t, haven’t, I’m, isn’t.

 Do NOT write in all capital letters.


 Use formal vocabulary and sentence structure. Do NOT use slang.

Proofread the email at least twice and get a second opinion if possible.

Task : Make a formal email to complain a broken AC that you bought last week,
please outline the issue

The email is intended to Mr. Max Blueblood, manager of XYZ electronic shop

Subject : Broken AC

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