Write Professional Emails In English Week1

Perfessional Email Basics

Make sure you have an email address that is professional looking.
You don’t have to include your full name but something that readers call easily verify as you should be find.

Four basic of an email and how to write them.These four are subject line, the greeting, the email text and the closing.

Subject line

We always write a subject line our heading, this is the first we always do when writing an email. It should introduce the topic of the email and get readers mind’s focus.
here are some examples.

The subject line should be as clear and as specific as possible.

here are something you shoud’t forget.

Greeting

Greeting should be formal and not too familiar.
If you are not absolutely certain, use titles that are gender nonspecific. This means greeting them without referring to their gender. Look for a person’s position at the company, university or office, if possible, and mention that in the greeting. eg. dear Professor Lee or dear Director Smith.
If gender is the only information you have about the reader, then dear sir or dear madam will work.

Email Text.

A email text should include the main message and all necessary details.
Here’s another don’t, you aren’t writing a book here avoid long emails all together. You want the reader to read all of your texts so you should only include important information, essential details but remain brief and to the point.
If Possible, keep the email texts to one or two paragraphs and no paragraph should be more than three for four sentences long.

Another don’t.
you shouldn’t soud to like you are complaiing or blaming your reader. This puts the reader on the defensive, it makes them less likely to do what you’re asking of them.

If you are about something that is incomplete. there is a trick what so call: self-blaming. For instance, if your email is an order or an application that has not getten a response your email should say something like perhaps my order was incomplete or perhaps I left something out of my package rahter than complain about the situation.

Here’s something you are better to do, always add a word to thanks, if you make a request for information or action your asking somebody to do something for you. Even if it’s their job to do it, no busy person likes to feel you don’t appreciate their effort.

Closing

keep it short and simple. Just add regards or best regards and leave it at that. This is professional email so no more than that is needed. This is followed by the signature, your first and last name only, no titile, just your name. Add any contact information your reader will need to communicate with you. They already have your email address, but if they need anything else to easily contact you, put in here.

Finally, I would like to add a word of caution here. This is our last don’t. Never address your email to your reader until you have written it and checked it over, considering all that we’ve been over in this lesson. It’s too easy to hit send by accident before you’ve carefully considered how it will sound and read at the other end. Wait until the very last to add the email address.

And now for our final do. Take culture into consideration. A lot of the information you’ll get through this course is based on North American standards. However, not all cultures communicate in the same way. Would people in Japan have same style of writing as people in France? So the last check you must do before sending an email is to consider how your reader might understand what you’ve written. We will look closer at this in our final module.

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