How to Write An Email

1 To and CC
Does everyone on the To line have an action to take?
Split unrelated points into separate, purposeful emails.

2 Use a Neutral Email Address

Should not

• Username or nickname.

Should
• A variation of your real name.

3 Use a Short and Accurate Subject Header

Should not
• Saying too much.
Should
• Reflects the content of your email.
• Include a keyword for the ease of searching.
• E.g., Meeting regarding the damaged escalator on March 12th.

4 Use a Proper Salutation

Three ways
• (Mr. Mrs. Ms. or Dr.) + last name + (comma or colon).
• Dear + last name + (comma or colon).
• Hello + last name + (comma or colon).
Using a last name is more formal and should be used unless you are on first-name terms with the recipient.
American English employs a colon, but British English employs a comma.
If you don’t know the name, use

• (Dear Sir/Madam or Dear Sir or Madam) + colon.

5 Introduce Yourself in the First Paragraph (If Necessary)
If you are starting the emai, include

• Your name.
• How you found that person’s email address : I obtained your email address from ....
• Why you’re writing : I am writing to enquire about ..., or I am writing in reference to ....

6 Thank the Recipient
If you are replying to a clients inquiry, you should begin with a line of thanks: Thank you for contacting ABC Company.
If someone has replied to one of your emails, be sure to say, Thank you for your prompt reply, or Thanks for getting back to me.

7 Write the Actual Message
Should
• Break up the message into paragraphs by topic.
• The email should be no more than 5 paragraphs long and each paragraph should be no more than 5 sentences long.
• Insert a line break between each paragraph, indenting isn’t necessary.

7.1 Use Appropriate Punctuation

7.1.1 Comma (,)
Separate any of the following
• Two or more adjectives.
• Items in a list.
• The name of a city from the name of a state.
• Two independent clauses.
• Direct quotations.
• Direct address of a person or group, e.g., Mary, listen to me.

7.1.2 Semicolon (;)
To separate
• Two related but independent clauses.
• A series of items that already contain commas.

7.1.3 Colon (:)
• Introduce a list.
• Introduce a statement that expands upon the clause before the colon.

7.1.4 Hyphen (-)
• Prefix.
• Create compound words.
• Write numbers as words.

7.1.5 Other Punctuations
Limit use these punctuations in formal writing
• Parentheses.
• Exclamation points (!).
• dashes (—), prefer colons.
• Ampersand (&), prefer and.
Use asterisks to show *emphasis*.

7.2 Ask For Information
I would be grateful if you could ...

7.3 Avoid Informal Writing
Informal writing
• Sound more like conversation.
• Make listeners feel more comfortable when you are speaking.
Formal writing
• More polished.
• Make a good impression.

7.3.1 Formal and Informal Words
See Tab. 1.

Do not use contractions. Note that the full form of can’t is cannot.

7.3.2 Avoid I and you
Phrases such as I think that can be deleted from a sentence when it is obvious that this is the author’s opinion.
Replace I with we, repalce you with one.

Exceptions
• I is acceptable in personal writing.
• you is acceptable in letters and how-to’s.

7.3.3 Do Not Start a Sentence with and, but, so, or
Coordinating conjunctions are meant to join words, phrases, and clauses, but not to start a sentence.
Attaching the sentence that starts with a coordinating conjunction to the previous sentence to be a compound sentence.
Some transitional adverbs
• additionally, moreover.
• nevertheless, however.
• therefor, thus.
• alternatively, instead, otherwise.
though can be used at the end of a sentence.

7.3.4 Avoid Cliches to be Formal
Here are some cliches to avoid in formal writing:
• Hercules was as strong as an ox .
• I have to give an arm and a leg to find a parking spot during the holiday season.
• It was as pretty as a picture .

7.3.5 Avoid Stage Directions
Do not commence a letter by telling the recipient what you plan to do, like
• I am writing to you to ask you to ...
• This paper is going to talk about how ...

7.3.6 Avoid Vagues Words
Avoid a few, enough, a little. Replace with more specific descriptions.

7.3.7 Always Include whom or which
Even when they are not essential to your meaning.

7.3.8 Other Notices
No online IM abbreviations or smiley faces, e.g., lol, :).
Don’t use capitals unless really needed.

7.4 Mention of the Attachment
Please refer to the attached document.

8 Add Your Closing Remarks
Examples
• Thank you for your patience and cooperation.
• Thank you for your consideration.
Then follow up with
• If you have any questions or concerns, dont hesitate to let me know.
• I look forward to hearing from you.

9 Use the Correct Form of Leave-Taking
Examples
• Yours sincerely,
• Yours cordially,
• Best regards,
• Respectfully,
• Your student,
Add a blank line or not between leave-taking and your name, either is fine.

10 Sign With Your Full Name
• Name.
• Job title.
• Company name.
• Business phone number.
• Website.

11 Proofread Your Message for Content, Spelling, and Grammar
PASS principle
• What is the purpose of this communication?
• What action is involved and does it have a due date?
• What supporting information does the recipient need?
• Has the communication been effectively summarized in the subject line?

12 References
[1]. http://www.wikihow.com/Write-a-Formal-Email.
[2]. http://www.wikihow.com/Avoid-Colloquial-(Informal)-Writing
[3]. http://englishlive.ef.com/blog/write-perfect-professional-email-english-5-ste
[4]. http://learnenglishteens.britishcouncil.org/skills/writing-skills-practice/more-formal-email.
[5]. http://jerz.setonhill.edu/writing/e-text/email/.