E-mail 

An e-mail is a form of written communication sent by electronic means.

Structure
  • Subject line. Keep the subject line short and provide specific information about the content of the message. Use sentence-style capitalisation (first word and proper nouns).

  • Salutation. Tailor the salutation to the person you are writing to. The salutation generally starts with Dear followed by a name or position and ends with a comma.

    Exemple correcte Dear Marina,
    Dear Mr Davies,

    Exemple correcte Dear Head of Department,
    Dear Coordinator,

    Less formal e-mails can also start with Hi or Hello followed by a comma.

  • Opening sentence. The opening sentence is commonly used to explain why you are writing.

    Exemple correcte I am writing to inform you that… [formal beginning]

    Exemple correcte I am writing to let you know that… [informal beginning]

  • Body. Formal e-mails are very similar to formal letters. Therefore, the body of a formal e-mail should convey the information in a direct style and be paragraphed appropriately.

    The following phrases may be useful in both e-mails and letters.

    In reply to…
    With reference to…
    I am writing to enquire about…
    I am writing to inform you of…
    I was happy to learn that…
    I was sorry to hear that…
    I would be grateful if…
    I would appreciate it if…
    I am pleased to announce that…
    You will be happy to learn that…
    I regret to inform you that…
    I am sorry to say that…
    You are advised to…
    You are requested to…
    Please do not hesitate to…
    Please feel free to…
    I look forward to…
    I am looking forward to…


  • Closing sentence. The closing sentence is commonly used to offer thanks or to state what kind of response you expect.

    Exemple correcte I look forward to your response. [formal closing sentence]

    Exemple correcte I look forward to hearing from you. [informal closing sentence]

  • Close. To close, use the formal Sincerely or the informal Kind regards followed by a comma.

  • Signature line. Write your first name or your full name, depending on the level of formality.

Model 1: giving information

Model 1PDF

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Model 2: asking information

Model 2PDF

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Darrera actualització: 27-3-2017
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