Business Emails

Business emails are generally less formal than business letters. Business emails written to colleagues are generally direct and ask for specific actions to be taken. It's important to keep your business emails short as well as easy to be replied. Here are both formal and informal email examples and important points to remember when writing business emails in English.

Important Points to Remember

Email is much less formal than a written letter. Emails are usually short and concise.

ü   If you are writing to someone you don't know, a simple "Hello" is adequate. Using a salutation such as "Dear Mr Smith," is too formal.

ü   When writing to someone you know well, feel free to write as if you are speaking to the person.

ü  Include a telephone number to the signature of the email. This will give the recipient the chance to telephone if necessary.

Have a look at these tips on:

An unknown person / company:

How to begin: Dear Madam / Sir / To whom it may concern

How to finish: Yours truly / Truly yours / Yours faithfully

A person whose name you know:

How to begin: Dear Mr / Mrs / Ms Fisher

How to finish: Yours truly / Truly yours / Sincerely

A person you know in person:

How to begin: Dear Ann / John

How to finish: Best wishes / Best regards / All the best

_____________________________________________

Example 1: Formal

Hello,

I read on your web site that you offer Music CD copying for large quantities of CDs. I'd like to inquire about the procedures involved in these services. Are the files transferred online, or are the titles sent by CD to you by standard mail? How long does it usually take to produce approximately 500 copies? Are there any discounts on such a large quantity?

Thank you for taking the time to answer my questions. I look forward to your response.

Jack Finley 

Sales Manager, Young Talent Inc. 

(709) 567 - 3498
 _________________________________________

Example 2: Informal

Hi Tom,

Listen, we've been working on the Smith account and I was wondering if you could give me a hand? I need some inside information on recent developments over there. Do you think you could pass on any information you might have?

Thanks

Peter

Peter Thompsen 

Account Manager, Tri-State Accounting 

(698) 345 - 7843