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Formal Email

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الشحات ابراهيم
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6 views

Formal Email

Uploaded by

الشحات ابراهيم
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Formal E-mail

ESSAY
FOURTH YEAR (2024)
What is a Formal E-mail?

It is the email you send to a


person (or a group) in response to
a certain situation such as a job
offer.
Structure

 There is a specific structure for a formal email. It should


include a greeting, opening lines and body, closing, and
sign-off.
 Furthermore, you should always mention the subject of
the email in the subject line.
 This subject line should be short and easy to understand.
 The ending or the sign-off of the email must also be
polite.
The format of a formal email in English

• Subject
• Introduction (greeting & opening lines)
• Body of the text
• Closing
• Sign-off
Subject

 The subject is the first piece of information that the


recipients of an email see, and if it’s written
incorrectly or unclearly, it could push the reader to
delete it without even opening it!
 So it’s important to give a clear and precise
message, right from the start, indicating the content
or reason for writing in two or three words that
grabs the attention of the recipient
Introduction (greeting & opening lines)

• Dear Mr/Mrs/Ms (surname of the recipient, e.g. Mr Black)


• Dear Sir/Madam (if you don’t know the name of the recipient) or more
generally ‘To whom it may concern’
• I am writing with regard to… (email subject)
• I am writing in connection with… (email subject)
• I am writing in reference to…
Body of the Text

 It varies based on the topic of the e-mail.


Closing
• I look forward to hearing from you soon
• Thank you in advance
• For further information, please do not hesitate to
contact me
• Please let me know if you have any questions
• Thanks for your attention
Sign-off

 Be sure to have set your emails to end with all the


important information about you, including:
• name and surname
• job title
• relative details about your company (name,
address..)
• link to the company website
Sign-off

• Best regards
Adam Smith, Process Engineer at DER Company
• Kind regards
• Adam Smith, Process Engineer at DER Company
• Yours faithfully (if you began the email with ‘Dear Sir/Madam’ because you
don’t know the name of the recipient)
• Yours sincerely (if you began the email with ‘Dear Mr/Mrs/Ms + surname)
Style
English is very concise and favors
short sentences and a simple
structure. Make sure you break up the
text into two or three paragraphs –
this enables the reader to quickly see
the key points.
Examples of formal emails in English

Example 1: Delay with the delivery of an order

Subject: Delivery delay

Dear Mr Pascal,

We regret to inform you that we will not be able to respect the deadline previously agreed for the delivery of your order. Our supplier has warned us today that
they are experiencing supply problems, which will result in a delay in our production chain. We count on your understanding and thank you for your patience.

Please accept our apologies.

Best regards,
…
Example 2: Replying to a job
advertisement

Subject: Web Content Editor position

Dear Sir/Madam,

With reference to your job ad in xxx, I would like to submit my application for the position of Web Content Editor in your company.

I graduated in Communication Sciences at the University of xxx and worked for several years in a Digital Agency as Content Specialist. I believe my
skills and experience are in line with the requirements for the job position. I will be glad to introduce myself in an interview, that will allow you to
better evaluate my possible recruitment.

Please find attached a copy of my resume. I look forward to hearing from you.

Yours faithfully,
…
Example 3: Sending a product
catalogue

Subject: New product catalogue

Dear Ms.Chapman,

Following your request, we have recently sent you our new catalogue. We are convinced that it will enable you to see the quality of our
products. Our local agent will contact you soon to arrange a meeting on a day and time that suits you in order to discuss in detail how
our products can be of benefit to your company’s needs.

For further information, please do not hesitate to contact us.

Yours sincerely,
…
Home Assignment

You have just received a wrong order. Write


a formal e-mail to the store to state your case
and ask for the proper compensation.

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