Sample emails For an example of a formal email look on p. 76. For an example of a informal email among colleagues at an office go to p. 82. How to write an email Emails are the most common form of business communication. They have often replaced letters in formal contexts. As emails are used in various different contexts, many forms exist. In writing tasks you may be asked to write both formal emails (e.g. applying for a job) and informal emails (e.g. to a friend). ■■ Formal (business) emails use formal openings and closes; use standard phrases for business communication; add a salutation line and complimentary close. ■■ Emails can also be quite informal messages, even in business, once a business relationship has been established. In this case, contractions are used, as well as informal greeting phrases. TIP: If you do not know your recipient well, be more formal rather than too informal. Structure Write a short, clear subject line Use paragraphs to organise information Structure text with linking words: however, whereas, as well as, on top of that, also, so … Use easy-to-read fonts Language Formal openings If you know the name of the recipient: Dear Mr X, Dear Ms Y, Dear Dr Z, (American English: Dear Mr. X, / Ms. Y, / Dr. Z,) If you don’t know the name of the recipient: Dear Sir, Dear Madam, Use only a comma or no punctuation (never an exclamation mark); in American English use a colon (Gentlemen: ). Start the next line with a capital letter. Formal closes Yours sincerely, Sincerely, Sincerely yours, Best regards, (American English also: Yours truly) Yours faithfully (very formal; used if you don’t know the name of the recipient) Tip Do not use contractions (i.e. I’m; don’t). Informal openings Hi …, Hello (again)…, Hey…, Hi everyone Informal closes Best, Best wishes, Rgds (short for: regards), Bye for now, See you soon, Cheers, Take care Tip Personal comments and emoticons are allowed. 177 W Writing guide Nur zu Prüfzwecken – Eigentum des Verlags öbv
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