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Business Email

The document provides guidance on how to write formal emails for business communication. It recommends greeting the recipient, thanking them if replying, stating the purpose, adding closing remarks, and ending professionally with your name. Follow these steps to present a good image and communicate effectively.

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Mariela Rosa Sánchez
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45 views

Business Email

The document provides guidance on how to write formal emails for business communication. It recommends greeting the recipient, thanking them if replying, stating the purpose, adding closing remarks, and ending professionally with your name. Follow these steps to present a good image and communicate effectively.

Uploaded by

Mariela Rosa Sánchez
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Writing formal emails – Business communication

For most of us, email is the most common form of business communication so it’s
important to get it right. Although emails usually aren’t as formal as letters, they still
need to be professional to present a good image of you and your company.

How to write a formal email

Follow these five simple steps to make sure your English emails are perfectly
professional:

1. Begin with a greeting

Always open your email with a greeting, such as “Dear Lillian”. If your
relationship with the reader is formal, use their family name (eg. “Dear Mrs.
Price”). If the relationship is more casual, you can simply say, “Hi Kelly”. If
you don’t know the name of the person you are writing to, use: “To whom it
may concern” or “Dear Sir/Madam”.
2. Thank the recipient

If you are replying to a client’s inquiry, you should begin with a line of
thanks. For example, if someone has a question about your company, you
can say, “Thank you for contacting ABC Company”. If someone has replied
to one of your emails, be sure to say, “Thank you for your prompt
reply” or “Thanks for getting back to me”. Thanking the reader puts him or
her at ease, and it will make you appear more polite.
3. State your purpose

If you are starting the email communication, it may be impossible to include


a line of thanks. Instead, begin by stating your purpose. For example, “I am
writing to enquire about …” or “I am writing in reference to …”.
Make your purpose clear early on in the email, and then move into the main
text of your email. Remember, people want to read emails quickly, so keep
your sentences short and clear. You’ll also need to pay careful attention to
grammar, spelling and punctuation so that you present a professional image
of yourself and your company.

4. Add your closing remarks

Before you end your email, it’s polite to thank your reader one more time
and add some polite closing remarks. You might start with “Thank you for
your patience and cooperation” or “Thank you for your consideration” and
then follow up with, “If you have any questions or concerns, don’t hesitate
to let me know” and “I look forward to hearing from you”.
5. End with a closing

The last step is to include an appropriate closing with your name. “Best
regards”, “Sincerely”, and “Thank you” are all professional. Avoid closings
such as “Best wishes” or “Cheers” unless you are good friends with the
reader. Finally, before you hit the send button, review and spell check your
email one more time to make sure it’s truly perfect!

TASK:

You are the owner of a small company that offer services related to the security and
hygiene and you are looking for new clients. Write a business email asking for a formal
meeting with the head of the E.F. company in order to offer your services.

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