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basic-structure-of-email (1)

The document outlines the basic structure of an email, detailing key components such as the subject line, greeting, pleasantry, self-identification, reason for the email, situation description, action plan, closing line, and sign-off. Each component serves a specific purpose, from establishing tone to providing context and expressing gratitude. Examples are provided to illustrate how to effectively use each component in various email scenarios.

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6 views

basic-structure-of-email (1)

The document outlines the basic structure of an email, detailing key components such as the subject line, greeting, pleasantry, self-identification, reason for the email, situation description, action plan, closing line, and sign-off. Each component serves a specific purpose, from establishing tone to providing context and expressing gratitude. Examples are provided to illustrate how to effectively use each component in various email scenarios.

Uploaded by

trepty.das.bba
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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Basic Structure of an Email

Structural
Purpose Examples
Component
Subject Line Provides core content of the email “Requesting information about X,” “Interested in learning about X”
Greeting Creates more or less formal tone “Dear Professor X,” “Dear Ms. Surname,” “Dear Recruiter,” “Dear Jaime,” “Hello
Follows convention Dr. Surname,” “Hi Mr. Surname,” “Hi Jaime,” “Hey Jaime” (formal to informal)
Pleasantry A politeness strategy that establishes human connection with “I hope you’re well”
recipient “Thanks for getting back to me”
“I hope you had a good weekend”
Identification of self Depends on how well you know the recipient. Possible purposes “My name is Jaime Smith. Professor Smart gave me your email address”
include: “This is Jaime Smith from section B of your Corporate Finance class”
• Introducing self for first time “My name is Jaime Smith. We met last week at the Technical Opportunities
• Reminding recipient how you met or got his/her Conference at Carnegie Mellon University”
contact information
• Informing instructor which class you’re in
Reason for email Lets recipient know early on what to do with the email. Keep in “I was hoping I could meet with you to discuss…”
mind: “I know you’re busy, but would you be able to review my X when you have time?
• Your purpose may need to be softened depending on “I’m interested in learning more about X”
the recipient’s status and on what you’re asking “I have an update on X”
him/her to do for you. “Would it be possible for us to meet and discuss the possibility of you writing a
• You may want to describe the situation in a sentence or strong letter of recommendation for my X application?”
two before stating your purpose
Describe situation Provides context by describing the situation and purpose of the Will vary in length and detail depending on the nature of the situation and purpose of
email in more detail. the email.
Action plan Tells recipient what he/she can expect from you next, including “I would be more than happy to meet at your convenience”
available meeting times, information/documents you can “If you’re free, I’m available to meet on X day at X time”
provide, etc. “If you’re willing to look over my proposal, could you possibly do it within the next
Also provide an opportunity to give the recipient an “out” two weeks?”
“If you have some free time, would you be able to give me a call?”
Closing line Expresses gratitude/contrition “Thank you for taking the time to consider my request”
Emphasizes action items. “I really appreciate the help you’ve given me”
“Thank you once more for your help in this matter”
“Once again, I’m really sorry that…
“I’m looking forward to your reply”
“If you require any further information, please feel fee to contact me”
Sign-off Creates a more or less formal tone “Sincerely,” “Best Wishes,” “Warm Regards,” “Many Thanks,” “Best,” “Regards”
Follows convention

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