E-mail Writing

1
To: Department Heads
Subject: Seminar Account Procedures
Hello, Everybody,
The seminar account procedures will be held on
December 15, 2018.
Now enclosure, questionnaires are delivered and I
would like them to be distributed to your staff. They
should be completed and delivered before December
10, 2018.
Enclose details. Details of preferred topics and time for
seminar would like to be given us before the seminar so
the seminar can be schemed.

Thank you very much. Welcome to your attend. 2

 Working on Mechanics
(Focus on formatting, grammar, spelling & punctuation)
To: Department Heads
Subject: Seminar on Account Procedures
Hello Everybody,
The seminar on account procedures will be held on December 15,
2018.

Now questionnaires are attached and should be printed and

distributed to your staff. They should be completed and delivered
before December 10.

Details of your preferred topics and time for the seminar would like
to be given to us before the seminar so it can be scheduled.

Thank you very much. We welcome your attendance.

Best regards,
3
Ahmad
 Working on Style
(How can we make a language clearer?)
To: Department Heads
Subject: Seminar on Account Procedures
Dear Colleagues,
The seminar on account procedures will be held on December 15,
2018.

The attached questionnaires should be printed and distributed to

your staff. They should be completed and returned to my office
before December 10.

Details of your preferred topics and time for the seminar should be
sent to us before the seminar so it can be scheduled. Please let us
know if you have any question.

Thank you very much. We look forward to seeing you there.

Best regards, 4
Ahmad
 Working on Tone
(to make email more appropriate to the situation & reader )
To: Department Heads
Subject: Seminar on Account Procedures
Dear Colleagues,
The seminar on account procedures will be held on December 15,
2018.
The attached questionnaires should be printed and distributed to
your staff. I would be grateful if you could complete and return them
to my office before December 10.
Details of your preferred topics and time for the seminar should be
sent to us before the seminar so it can be scheduled at the most
convenient time. Please let us know if you have any question.
I appreciate your assistance in this matter and look forward to seeing
you there.
Best regards, 5
Ahmad
 Defining Email

Electronic Mail is an online

communication tool of exchanging
messages between people using
electronic devices.

6
 Informal vs. Formal
Informal Email

• Written to friends and family

• Accuracy and grammar are not
important

7
 Example
Hi Anne,
I miss you so much! Can’t wait to see you
on Friday!! We haven’t hung out in so
long! I miss my bestie! Maybe we can go
to the movies or dinner or just chill and
watch TV and catchup…idc, whichever you
want.

Love ya,
Jules
8
 Formal Email
• Written to teachers, colleagues, boss,
customers, clients etc.

• Must always be professional

• It should be grammatically correct to
make a good impression.

9
 Example
Dear Professor Smith,
I am sorry to inform you, but I will not be able
to attend class today because I am ill. Would it
be possible for you to let me know what I have
missed? Thank you for your help and I will see
you in class on Wednesday.
Sincerely,
Jason Jones
10
 How to write a formal email
Let’s follow these 6 steps to make sure our emails
are perfectly professional.
1.Subject Line
2.Begin with a greeting
3.Thank the recipient
4.State your purpose
5.Add your closing remarks
6.End with a closing
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 1. Subject Line

Always have a subject line that

summarizes briefly and clearly the
contents of the message for example

1)Summary of Our Meeting with

ABC Suppliers.
2)February Sales Report.

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 Begin with a greeting
Always open your email with a greeting,
such as “Dear Lisa”. If your
relationship with the reader is formal,
use their family name (eg. “Dear Mrs.
Logan”). If the relationship is more
casual, you can simply say, “Hi
Logan”. If you don’t know the name of
the person you are writing to, use: “To
whom it may concern” or “Dear
Sir/Madam”. 13
 Thank the recipient
If we are replying to a client’s inquiry, we should
begin with a line of thanks. For example, if
someone has a question about our company, we
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 us appear more
polite.
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 State your purpose
If we are starting the email communication, it
may be impossible to include a line of thanks.
Instead, begin by stating our purpose.
For example,
“I am writing to enquire about the prices of
your new products” or
“I am writing in reference to the complaint
you lodged against delay in shipment”.
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 Cont…
This is just to let you know that…
We are sorry to inform you that…
We are pleased to inform you…
This is to inform you…
I am writing to ask about your new product.
I am writing to ask you a favor.
I would like to get some information from you.
I am writing to let you know about a price
increase on our items. 16
 Sample Email
Subject: Payment Confirmation

Dear Ms. Smith,

This is to inform you that we have received your

payment for invoice No.333. Your order will
shipped by air freight within two days.
We appreciate your prompt payment.

Regards,
17
 Add your closing remarks
Before we end our email, it’s polite to thank our
reader one more time and add some polite closing
remarks like
“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”.
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 End with a closing
The last step is to include an appropriate closing
with our name. “Best regards”, “Sincerely”,
and “Thank you” are all professional.
Avoid closings such as
“Best wishes” or “Cheers” unless we are good
friends with the reader. Finally, before we hit the
send button, review and spell check our email
one more time to make sure it’s truly perfect!

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Think of who your reader is going to be
Is it a colleague, a client or your boss? Should the
email be informal or formal? Most business
emails these days have a neutral tone. Note the
difference between Informal and Formal:
Informal – Thanks for emailing me on 15th January
Formal – Thank you for your email dated 15th January
Informal – Sorry, I can’t make it.
Formal – I am afraid I will not be able to attend
Informal – Can you…?
Formal – I was wondering if you could….?
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 Direct – I need this in half an hour.
Indirect and polite – Would it be possible to have
this in half an hour?
Direct – There will be a delay
Indirect – I’m afraid there may be a slight delay.
Direct – It’s a bad idea
Indirect – To be honest, I’m not sure if that would
be a good idea.
By adjusting your tone, you are more likely to get a
positive response from your reader. Being direct
means rude.
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 Check the Tone
When we meet people face-to-face, we can guess
how they feel from their body language, tone, and
facial expressions, but written messages may be
misunderstood.

In the first example below, Emma might think that

Harry is frustrated or angry, but, in reality, he feels
fine.

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 Bad Example Good Example
Emma, Hi Emma,
Thanks for all your hard
I need your report by 5 work on that report.
p.m. today or I'll miss Could you please get
my deadline. your version over to me
by 5 p.m., so I don't
Harry
miss my deadline?
Thanks so much!
Harry
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 Self-Study
Formal and Informal Email
Phrases/sentences from
Greetings to Closing along
with samples/examples to
study and practice.

24
 Greetings
Formal
Dear Sir/ Madam,
Dear Sir or Madam,
To whom it may concern: (especially AmE)
Dear Mr/ Ms Jones,
Dear Dr Smith,
(Note: First names are NOT used. Using Miss or
Mrs to address a woman is not appropriate, as
you don’t know whether she’s married or not)25
 Greetings at the beginning
I apologize for the delay in my reply.
Thank you for your request for a quotation.
Thank you for your interest.
Thank you for your inquiry about our products.
I haven’t seen you for a long time.
I received your request.
Thank you for your continued support.
26
 Cont…
I haven’t seen you for some time, but I hope you
are well. (or)
It has been a long time since we met last time. I
hope you are doing fine.
It was a pleasure meeting you at the meeting
yesterday.
It was nice meeting you the other day.
I hope things are well with you.
Sorry for the delay in replying.
27
 Reason for Writing / Replying

Formal
I am writing to make a reservation in your hotel
for three days in the first week of the month of Jan
from Jan 3 to Jan 5, 2018. I want a single room
accommodation with attached washroom, running
hot water facility and telephone (if available).
Kindly do the booking in my name.

28
 Cont…
I am writing to apply for the position of HR Officer
in your respected organization…
I am writing to ask for further information about
the services you offer.
I am writing with regard to the complaint you made
on 27th Dec, 2017 to the Branch Manager on the
inordinate delay at the cash counter.
Thank you for your e-mail of 27th May regarding
the sale of our products…
With reference to our telephone conversation on
Friday, I would like to let you know that… 29
 Cont…
Semi-formal / Informal

Just a quick note to invite you to…/ to tell you

that…
This is to invite you to join us for...
Thanks for your e-mail, it was wonderful/great to
hear from you.
I wanted to let you know that / tell you about / ask
you if… 30
 Making a Request / Asking for Information

Formal
Would you provide us further information on
this seminar?
We would greatly appreciate it if you could
send us some samples of your products.
Please send us your new product catalog
and a price list, including packing and
shipping costs.
31
 Cont…
Formal
Could you please let me know if you can attend the
workshop on Account Procedures.
Could you please let me know if you are available for a
meeting on 12th December?
I would appreciate it if you could please send me a
brochure/ if you could please reply within two days.
Could you possibly arrange a meeting with the HR
Manager?
I would also like to know if there are any swimming pools
in your area. 32
 Cont…
Informal

I was wondering if you could come and see me

sometime next week.
Would you mind coming early to help me clear
up the place?
Do you think you could call Jerry for me?
Can you call me/ get back to me asap? (as soon
as possible)
33
 Sample Email (Requesting sth)
Subject: Request for a Catalog
Dear Sir or Madam,
I read an article about your new product on
March 9, 2018 in the newspaper and I am
interested in your company. Please send us your
new product catalog and a price list, including
packing and shipping costs.
I look forward to hearing from you.
Sincerely,
34
 Offering Help / Giving Information
Formal
We are happy to let you know that your article has been
selected for publication.
I am glad to inform you that we will be holding our annual
conference in Kabul on 20 September 2018.
We regret to inform you that the show has been canceled
due to bad weather conditions.
We are willing to arrange another meeting with the MD.
We would be glad to send you another statement if necessary.
Please do let me know if I can be of further assistance.
Should you need any further information/assistance, please
do not hesitate to contact us. 35
 Cont…
Informal
I’m sorry, but I can’t make it tomorrow. (= I
can’t come tomorrow.)
I’m happy to tell you that John and I are getting
married next month.
Would you like me to come early and help you
clear up the place?
How about if I come and help you out?
Do you need a hand with moving the furniture?36
 Appointment
I will be going on business to Ahmadabad, from March 3rd to 10th,
for the opening of our new shopping mall in India. Would it be
possible to reschedule our appointment to this Friday?
I am sorry, but something urgent came up and I cannot visit you
tomorrow.
I am afraid I have another appointment at that time. Are you
available on June 17, at 2:00 pm?
I will be available on May 18, from 11:00 am to 12:00 pm.
I will adjust my schedule accordingly.
Please let me know if you are available on Wednesday afternoon.
I would like to meet with you sometime next week, whenever it is
convenient for you.
37
 Sample Email (Appointment)
Subject: My visit to Ahmadabad
Dear Mr. Mahmood,
I will be going on business to Ahmadabad, from
March 3rd to 10th, for the opening of our new shopping
mall in India. I was wondering if it would be possible
for me to take this opportunity to visit your company,
in order to discuss our collaboration project.
If so, I would appreciate it if you could let me know
any dates that might be suitable for you.
Sincerely,
38
 Meeting Notification
I will inform you when the schedule is finalized.
We hope to see you at the meeting.
Please send this information to your team
members.
The purpose of this meeting is to discuss our new
reservation system with all members,
All employees are required to attend.
We will hold a meeting Monday, May 6, from
2:00 pm to 4:00 pm in the conference room.
39
 Sample Email (meeting notification)
Subject: Team meeting: May 6
Dear Jamil,
We will hold a meeting Monday, May 6, from
2:00 pm to 4:00 pm at room #55. The purpose of
this meeting is to discuss our new reservation
system with all members.
Please send this information to your team
members. We hope to see you at the meeting.
Thank you
40
 Out-of-office Notification
I will respond to your message on my return.
During my absence, please contact Khalid Hashmi
@[email protected].
I will be taking my summer vacation from August 5 to
August 15.
I will be visiting Dubai from January 16 on a four day
business trip. I expect to return back to work after
January 22.
I will be out of the office from October 22 through
October 25.
For urgent matters, you can reach me at 079xxxxx.
41
Sample Email (out of office notification)
Subject: Out of Office Notification
I will be out of the office from October 22
through October 25. I expect to return back to
work after October 28. During my absence,
please contact Khalid Hashmi
@[email protected].
Thank you.

42
 Change/Relocation Notice
Please be advised that our hour of operation will
be changed to the following from January 1, 2018.
Our telephone and fax numbers will remain the
same.
The following is our new address and phone
number.
ABC company is pleased to announce that we will
moving to our new office on February 1.
Please note that my email address has changed to
[email protected] 43
Sample Email (Change/Relocation Notice)
Subject: New Email Address
Please note that my email address has
changed hashmikh.sayed @gmail.com.
Effective immediately, please use the new
one. The old one will become inactive at the
end of this month.
Sincerely,

44
 Notice of Job Transfer
I hope I will have the opportunity to work with
you again.
Your continued support will be greatly
appreciated.
I have been transferred to work in the Human
Resources Department, effective April 16
Sayed Khalid Hashmi will be taking over me.
I will be transferred to the Mazar Sharif branch
as a sales manager, effective May 1.
45
 Sample Email (Job Transfer)
Subject: Transfer to Mazar Sharif branch
Dear Mr. Brown,
I will be transferred to the Mazar Sharif
branch as a sales manager, effective June1.
Muhammad Ali will be taking over me and he
will be in touch with you soon. Your
continued support will be greatly appreciated.
Regards,
46
 Instruction
I would appreciaI would appreciate it if you could
fill in the necessary fields in the attached file, and
send it back to me by October 25.
te it if you could use diagrams and graphs to make it
easier to understand.
I do apologize for the short notice, but could you
write the report by Monday morning please.
Please let me know by when you think this can be
done.
Please book a hotel room for me ASAP.
47
 Cont…
I’d like you to make presentation handouts
materials by next Thursday.
Would you mind if I ask you to help me out with
entering sales slip data on Excel?
Please investigate the situation right away and let
Ahmad know the outcome.
I look forward to your progress.
Please submit your report no later than May 9.
I know you are busy, but I need you to update the
customer database by tomorrow morning. 48
 Sample Email (instruction)

Subject: Report Request

Hi Mike,
I do apologize for the short notice, but could you
write the report by Monday morning please. I need
this report for next week’s management meeting,
where I will be giving a project progress report to
the management team. I would appreciate it if you
could use diagrams and graphs to make it easier
to understand. Please refer to the attached file for
details on what should be included in the report.
Feel free to contact me any time if you have any
questions.
Thank you 49
 Mail reply urging
I just want to make sure that you
received my email sent on March 15.
I would appreciate it if you could send
me a reply by April 20th.
Would you please confirm that you
received my email sent on Nov 2.
I am concerned that you did not
receive the email sent last week.
I just want to make sure that you
received my email sent last week. 50
 Sample Email
Subject: [Resent] Request for filling out the
application form.
Dear Ms. Smith,
I just want to make sure that you
received my email sent on March 15. if
you have received it successfully then I
would appreciate it if you could fill in the
necessary fields in the attached file, and
sent it back to me on March 25. just in
case, I am attaching the file again. Please
let me know if you have any questions.51
 Discount Negotiation
We would appreciate if you could consider a
10% discount on the overall price.
We have carefully considered your quotation
and concluded that the price seems to be rather
high.
Thank you very much for sending quotation for
the products.

52
 Sample Email
Subject: Re: Request for a quotation
Dear Ms. Smith,
Thank you very much for sending the quotation
dated June 18 for the products. We have
carefully considered your quotation and
concluded that the price seem to be rather high.
We would appreciate if you could consider a 5%
discount on the overall price.
Regards,
53
 Order
Please deliver these items to our logistics
center in Dubai before July 10.
Please let us know the delivery date.
We would like to order 10 units of paper
shredders from your catalogue.
We are pleased to place an order as follows.

54
 Sample Email
Subject: Purchase order 101
Dear Mr. Ahmad,
We are pleased to place an order as follows.
Item: Hyper Shredder
Quantity: 10 units
Unit Price: $ 500
Please deliver these items to our logistics center
in Singapore before May 10.
Regards, 55
 Receive an order
Your order will be shipped by air freight within two
days.
The product you ordered is out of stock.
Thank you for shopping with us.
Your order will be shipped after confirmation of
payment.
Your order should arrive in 3 to 4 days.
This is to inform you that your order has been shipped.
Thank you for ordering 200 flash memories.
Thank you for your order of ABC flash memories.
56
 Sample Email
Subject: Re: Purchase order 102
Dear Mr. Ahmad,
Thank you for ordering 60 flash memories.
Your order will be shipped tomorrow and
should arrive in 3 to 4 days. Thank you for
shopping with us.
Best regards,
Mahmood
57
 Payment
We appreciate your prompt payment.
This is to inform you that we have transferred $
10,000 from the Kabul branch of AIB bank to
your account on July15.
If you have any questions regarding this invoice,
please contact our Accounting Department.
Please kindly send your payment to the following
bank account.
Please find attached invoice you have ordered.
58
 Sample Email
Subject: Payment Request
Dear Ms. XYZ,
Please see the attached invoice. We would
appreciate it if you could send your payment
using the bank details below.
Account No. 123456 at AIB bank, Kabul branch.
If you have any questions regarding this invoice,
please contact our accounting Department.
Regards,
59
 Make a complaint
Formal
I am writing to express my dissatisfaction with the training material
I received.
I regret to say that I was not completely satisfied with the room you
provided us.
We regret to inform you that your payment is considerably overdue.
I would like to receive a full refund and compensation for the
damages.
We received the products that are different from what we ordered.
We will cancel order and request a refund if you are unable to ship
immediately.

60
 Cont…
If the machine is not working properly then I would like to
request a refund.
I would appreciate it if you could look into this and send us the
replacements as soon as possible.
Please see the attached photos that show the extent of the
damage.
We have now received all items of order number 333; however,
some of the items arrived damaged.
The delivery only contained 60 items, but we actually ordered 80.
Informal
I’m sorry to say that you’re late with the payments.
I hope you won’t mind me saying that the place you’d
recommended to us wasn’t as nice as we’d expected. 61
 Sample Email
Subject: Deficiency in Quantity (Order No.22)
Dear Mr. Ahmad,
We received your shipment yesterday. However,
the delivery only contained 60, but we actually
ordered 80. we would appreciate it if you could
verify the contents of our order (order no. 22)
and send us the remaining 20 items as soon as
possible.
Sincerely,
Mahmood 62
 Apologizing
Formal
We would like to apologize for any inconvenience
caused.
Please accept our apologies for the delay.
Please let us know what we can do to compensate
you for the damages caused.
We will make sure that this will not happen again
in the future.
I am afraid I will not be able to attend the
conference. 63
 Cont…
Informal
I’m sorry for the trouble I caused.
I apologize for the delay.
I promise it won’t happen again
I’m sorry, but I can’t make it to the meeting.

64
 Sample Email
Subject: Apology (Order No. 66)
Dear Mr. XYZ,
Thank you very much for notifying us of the error
in you delivery. We will arrange for the remaining
20 items to be sent to you immediately. We are
currently investigating the cause of this mistake.
Please accept our apologies for the mistake. We
will take greater care in future to make sure this
does not happen again.
Reagrds,
65
 Attaching Files
Formal
I am attaching my CV for your consideration.
I am sending you the brochure as an attachment.
Please see the statement attached.
Please find attached the file you requested.
I am afraid I cannot open the file you have sent
me.
Could you send it again in … format?
66
 Cont…
Informal
I’m attaching/sending you the holiday photos.
Sorry, but I can’t open it. Can you send it
again in … format?

67
 Ending
Formal
We look forward to your continued hard work and
support.
We look forward to meeting you in Kabul next week.
I look forward to hearing from you soon.
I look forward to hearing when you are planning to visit
our town.
Please take good care of yourself.
I hope this will help.
We would like to get your feedback.
68
Please let me know what you think.
 Cont…
Thank you for your consideration.
Please get back to me.
Please confirm your participation by
return.
Please reply at your earliest convenience.
Informal
Hope to hear from you soon.
I’m looking forward to seeing you. 69
 Closing
Formal
Yours faithfully, (when you start with Dear Sir/
Madam,)
Yours sincerely, (when you start with the name
e.g. Dear Ms Collins)
Sincerely Yours, (AmE)
Sincerely, (AmE)
Yours Truly, (AmE)
70
 Cont…
Informal
Love,
Thanks,
Take care,
Yours,
Best regards, (semi-formal, also BR)

71
 E-mail Format
To: [email protected],
CC: [email protected], [email protected],
Subject: Monthly Progress Report

Dear Mr. John,

_____________________________________
______________________________________
_______________________________
If you have any question, please do not hesitate (wait) to
contact me.
Best regards/ Warm regards/ Regards,
________ 72
 Email Sample for (Self-Introduction)
To: email address of the recipient
CC: If any
Subject: Corporate Profile for XYZ company
Dear Mr. Mike,
My name is Khalid Hashmi and I am in charge of marketing at
XYZ co. I was given your e-mail address by a common
acquaintance of ours, Mr. Arif Aziz from Pro-Growth
Consulting.
I am writing to tell you a little bit about my company and the
work we do. Our company was founded in 2007, and it is one
of the most famous health food distributers in Kabul.
To learn more about us, please refer to the attached company
profile.
73
Sincerely,
 Bad Example Good Example
Subject: Revisions For Sales Report Subject: Revisions For Sales Report
Hi Jack, Hi Jack,
Thanks for sending that report last week. I Thanks for sending that report last
read it yesterday, and I feel that Chapter week. I read it yesterday, and I feel
2 needs more specific information about that Chapter 2 needs more specific
our sales figures. I also felt that the tone information about our sales figures.
could be more formal. I also felt that the tone could be more
Also, I wanted to let you know that I've formal.
scheduled a meeting with the PR Could you amend it with these
department for this Friday regarding the comments in mind?
new ad campaign. It's at 11:00 a.m. and Thanks for your hard work on this!
will be in the small conference room.
Monica
Please let me know if you can make that
time. (Monica then follows this up with a
separate email about the PR
Thanks! department meeting.)
Monica
74