How to write a professional email?
Enter recipients, separated by semicolons.
Carbon Copy (cc) \ Blind Carbon Copy (bcc)
Short, most important words, simple and focused. Indicate if you need a response,
Most of them are Noun.
Start with a Greeting:
Hi Steve,
I am writing to …..
As mentioned before we need to …..
Polite: mood, tone. Manner of speaking.
Verb tense: Past/Present/Progressive (Continuous)/Future/ tense.
Noun: singular or plural format.
subject + predicate + object
Clauses
Brevity and clarity
The arrangement should be orderly
Double-check.
End with a Closing:
Thanks,
Betty
Signatures: You can set signatures in Outlook Options-->Mail-->Signatures…
=======================================================
Remember: Double-check is pretty essential before you send out an email.
There are 3 main check points:
- The manner of Speaking -> Be polite enough.
- The tenses of Verbs ->Past tense? Present tense? Future tense? Progressive (Continuous) tense?
- The formats of Nouns -> Singular or plural?
Below are some good examples about the expressions in emails.
How to Express Your Gratitude:
- Thank you for your understanding.
- Thank you for your prompt reply.
- Thanks for all your assistance.
- It will be much appreciated if ….
- I could appreciate it if you ….
How to Express Your Suggestions:
- I suggest that..
- I would like to …
- Shall we …
- What do you think about this?
- Could/Would you please … (if possible)
- Is it ok to mark it pass?
- Which one do you prefer?
- I wonder whether we can delete this test case.
How to Provide Your Questions:
- I have some questions about….
- For the assignment ABC, I have the following questions…
- Here are some issues for this build…
- The current status is as following…
How to Express your Apologies:
- I’m really sorry about this.
- Sorry for any inconvenience we have brought to you.
- I sincerely apologize for this misunderstanding!
- I apologize for the late asking but we want to make sure the correctness of our implementation ASAP.
About Attachments:
- Please refer to the attached files.
- Please check the attached error logs for more.
- I enclose the evaluation report for your reference.
- Attach is the design document, please review it.
- For other known issues please see attached log files.
Some Basic Abbreviations:
- CC : Carbon Copy
- BCC: Blind Carbon Copy
- FYI : For Your Information
- ASAP: As Soon As Possible
- AFAIK: As Far As I Know
- B4: Before
- CIL: Comments In Line
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