1. © 2016 albert-learning.com Business Email Writing

2. © 2016 albert-learning.com Business Email Writing How to Write a Business Email: 1. Know whom you'll be writing the email to. 2. Get the names, titles and spellings right. 3. Once you know the person, you'll know what kind of tone you need to use with the person. 4. If the person is a client, a formal tone of letter writing is recommended. If it's one of your colleagues (same level) you may use a casual tone, but make sure it's not over friendly. 5. If you're writing a business to business email, the tone that you use reflects the attitude and the type of communication that is used in your organization, so be cautious. 6. As in all types of formal writing, avoid flowery language. Stick to the point, because no one has the time to read a long email that is heading nowhere!

3. © 2016 albert-learning.com Business Email Writing 10 Good Opening Lines We need an opening line in a business letter or professional email: to make reference to previous correspondence; to say how we found the recipient’s name/address; to say why we are writing to the recipient. Here are some phrases to begin your email: With reference to your letter of 8 June, I …. I am writing to enquire about …. After having seen your advertisement in …, I would like …. After having received your address from …, I …. I received your address from … and would like …. We/I recently wrote to you about …. Thank you for your letter of 8 May. Thank you for your letter regarding …. Thank you for your letter/e-mail about …. In reply to your letter of 8 May, ….

4. © 2016 albert-learning.com Business Email Writing 10 Good Closing Lines We need a closing line in a business letter or email: to make a reference to a future event; to repeat an apology; to offer help Here are some phrases to end your email: If you require any further information, feel free to contact me. I look forward to your reply. I look forward to hearing from you. I look forward to seeing you. Please advise as necessary. We look forward to a successful working relationship in the future. Should you need any further information, please do not hesitate to contact me. Once again, I apologise for any inconvenience. We hope that we may continue to rely on your valued custom. I would appreciate your immediate attention to this matter.

5. © 2016 albert-learning.com Business Email Writing Expressions for thanking Thank you for your help. / time / assistance / support I really appreciate the help. / time / assistance / support you’ve given me. Thank you once more for your help in this matter. Expressions with a future focus I look forward /to hearing from you soon / meeting you next Tuesday. I look forward to seeing you soon. I’m looking forward to your reply. We hope that we may continue to rely on your valued custom. We look forward to a successful working relationship in the future. Please advise as necessary. I would appreciate your immediate attention to this matter Expressions for showing them you want to help If I can be of assistance, please do not hesitate to contact me. If you require any further information, feel free to contact me. If you require any further information, let me know. Please feel free to contact me if you need any further information. Please let me know if you have any questions. I hope the above is useful to you..

6. © 2016 albert-learning.com Business Email Writing General Email Sentences Hi Jack, this is Steve. I have a proposal for the marketing idea. Can I email it to you? I will need the information by noon. Can you email it to me soon? The deadline for the project was an hour ago. Did you send the information? I'm going to send you a rough draft. Can you review it and email me back? I have sent three mails asking for information on their design. I haven't received a reply yet. Send an email to the team with your plan of action. I want everyone following this process.

7. © 2016 albert-learning.com Business Email Writing How to Formally Introduce Yourself by Email Intro Sentence: This introduction sentence can vary depending on who you are addressing it to. Dear ………., (for example: “Dear Mr. Drake, Dear Professor Leon, Dear Dr. Marks) This is the most formal way of introducing yourself. It is great to use with bosses, supervisors, or other people who you wish to present yourself to in a formal and professional way. Hello …………. (for example: Hello Mark and Kerrie, Hello Danielle, Marketing Team) This is less formal. You will notice that in the examples used here this is used in cases where you are addressing the person by the first name. You can also use this in cases where you will be addressing a team or a group of people whom you may not have met in person yet.

8. © 2016 albert-learning.com Business Email Writing How to Formally Introduce Yourself by Email Intro Sentence: This introduction sentence can vary depending on who you are addressing it to. Dear ………., (for example: “Dear Mr. Drake, Dear Professor Leon, Dear Dr. Marks) This is the most formal way of introducing yourself. It is great to use with bosses, supervisors, or other people who you wish to present yourself to in a formal and professional way. Hello …………. (for example: Hello Mark and Kerrie, Hello Danielle, Marketing Team) This is less formal. You will notice that in the examples used here this is used in cases where you are addressing the person by the first name. You can also use this in cases where you will be addressing a team or a group of people whom you may not have met in person yet.

9. © 2016 albert-learning.com Business Email Writing General Email Sentences I have to send out my report before five. I won't have time to help you right now. I have a meeting at 4:00 pm. I think I should send out a reminder mail. I don't want anyone to forget. If you are not sure how to talk to the boss about this, why don't you email her? Did you read the mail from the CEO? It's about our new mission statement. The CFO sent out a mail that describes our quarterly earnings.

10. © 2016 albert-learning.com Business Email Writing When you are going on vacation, there is an option in some mail programs such as Outlook to reply with a message saying anything you want. After you turn on auto reply, there is a text field where you can type in your message. In general, this is what I have seen the most. Once again, the following is not spoken, but email language. Eg: I will be on vacation until June 4th. I will be on email occasionally, but if you have an emergency, you can reach me at 555-555-5555. For information on financial reports, contact Suzy Mae. For information on quarterly earnings, contact Jim Beam. For other urgent matters, contact Billy McHale.

11. © 2016 albert-learning.com Business Email Writing Invite them to get in contact with you personally, if they wish: Please feel free to stop by my office any time, if you have any questions or would just like to meet in person. If I can be of service at any moment please feel free to contact me. Ways to Formally End the Email: Kind Regards, Sincerely, All the Best,

12. © 2016 albert-learning.com Business Email Writing Explain who you are and the position you have been hired for: My name is_______________, I have just been hired as the new sales assistant here at Jennings. My name is________________, as you may have heard, I will be taking the role of Sr. Marketing Director starting on September 20th. Let them know why you are writing: I wish to take a moment to introduce myself to you by email to say hello. I am sending this email to introduce myself to you and give you my contact information, should you need to reach me for any reason (include contact information). Add how much you are looking forward to meeting them in person and working with them in the future: I genuinely look forward to having the opportunity to meet you in person, and am excited about the projects we will be working on together in the future. I´m enthusiastic about joining this team and look forward to meeting everyone in person. I hope to meet you soon and look forward to the upcoming months here at (company name).

13. © 2016 albert-learning.com Business Email Writing Together this creates email introductions such as: Dear Professor Leon, My name is Anthony Mattel, I have just been hired as the new legal assistant at Dalwoods. I am sending this email to introduce myself to you and give you my contact information, should you need to reach me for any reason. My email address is amattel@dalwoods.com and my internal line is #17. I genuinely look forward to having the opportunity to meet you in person, and am excited about the projects we will be working on together in the future. Kind Regards, Anthony Mattel Hello Marketing Team! My name is Blake Miles, as you may have heard, I will be taking the role of Sr. Marketing Director starting on September 20th. I wish to take a moment to introduce myself to you by email to say hello. I´m enthusiastic about joining this team and look forward to meeting everyone in person. Please feel free to stop by my office any time after the 20th, if you have any questions or would just like to meet in person. Sincerely, Blake Miles

14. © 2016 albert-learning.com Business Email Writing Example To: Email address of first recipient CC: If any Subject: Mention in one line, the purpose of writing the email, so as to grab the attention of the intended recipient. You may explicitly mention the name of the person in the subject line using the acronym FAO (for the attention of) in case the recipient has a generic account. Salutation: Dear Sir/Madam, This is after all, a form of letter writing, so use the same letter writing tips that you've learned in school. In this first paragraph, introduce yourself and the purpose of writing the email. Be brief. In the second paragraph, give the details of why you're writing the email and what exactly you hope to achieve by it. Again, be brief and to the point. The third paragraph may or may not be required. It is just to thank the reader and hope, once again, that your purpose is fulfilled. Salutation: Sincerely, Your name, or signature that your organization may have assigned you.

15. © 2016 albert-learning.com Business Email Writing Now, in the following sample, we will see how exactly it is done: To: abc@wyz.com CC: Accounts Payable Subject: Request for copy of invoice Dear ABC, I'm LMN from the Accounts Payable department at GHI. Ltd. I understand that we have an invoice outstanding with your company since 07/01/2010. This email is to request you for a copy of the invoice, so that we can clear it for payment at the earliest. First of all, apologies for the delay in payment. The accounts team has been reshuffled and this case came to my notice just an hour ago and I am writing to you immediately. The invoice in question is invoice number 246849, for Mr. JKI who stayed at your hotel for a period of 4 days. That is, from 06/28/2010 to 07/01/2010. We cannot seem to locate the invoice, so I request you to send me a copy of the invoice, so that I can issue the payment right away. Please send it to the email address mentioned below and mark it for my attention. Once again, sincere apologies for the delay.

16. © 2016 albert-learning.com Business Email Writing Thank you, LMN, Senior Executive Accounts Payable, GHI. Ltd email: accountspayable@ghi.com

17. © 2016 albert-learning.com Business Email Writing In the next sample, you will see how to respond to such an email: To: accountspayable@ghi.com CC: Accounts Credit Subject: FAO-LMN: Copy of invoice Dear LMN, This is in reference to the email that you sent me this morning. Firstly, I would like to thank you for taking the initiative of asking for the invoice copy. As requested by you, I have attached a copy of the invoice 246849. I'm sure you have our bank details. Thank you, ABC, Accounts Credit, DYU Group of Hotels email: accountscredit@dyugroup.com

18. © 2016 albert-learning.com Business Email Writing Write an email in response to the previous mail.

19. © 2016 albert-learning.com Business Email Writing Write an email to ask for the invoice to make an outstanding payment for 3 months, to a travel agency, as the invoice provided is misplaced.

20. © 2016 albert-learning.com Business Email Writing Reviewed By Reviewed On Comments / Changes Made Dimple12.09.2015No changes required. Gauri15.03.2016Grammatical error in slide 6. Saju28.04.2016Added slide no 3 to 12 with examples phrases used for writing business emails in different situations