Appendix five: Email p121
1) Basic Structure
An email usually contains an address, a subject line, a salutation, a body, and a sign-off.
Addressing Options:
● To: The main recipient who needs to take action.
● Cc (carbon copy): Keeps others informed; no action is expected.
● Bcc (blind carbon copy): Used when discretion or privacy is needed.
Subject Line
Should show the exact topic or purpose of the email.
Salutation
● Dear + first name + comma (for informal or known contacts).
● Dear + title (Mr, Mrs, Ms, Dr) + last name + comma (for formal emails).
● When the recipient is unknown: “Dear Sir/Madam” or “To whom it may concern.”
● Open punctuation: No comma after the greeting or the closing.
Formal Openings for Emails
Used to begin a message politely and clearly:
● “I was given your name/email address by a colleague.”
● “I found your email/site on…”
● “I’m writing to enquire about…” → (to ask for more information)
● “Please may I introduce myself.”
● “With reference to / With regard to / In relation to / In response to…” → (to
refer to previous contact or topic)
○ e.g. “Your email of 20th January” / “Your enquiry” / “Our meeting.”
● “Following…” / “Subsequent to…” → (after or as a result of)
● “This is to inform/notify/advise you that…” → (to give official information)
● “Thank you for…” → (to express gratitude).
→ Always include the date when referring to a previous email.
Body of the Email
● Use short, simple sentences.
● Avoid writing in ALL CAPITALS.
● Leave blank lines between paragraphs.
● Always proofread for grammar, spelling, and tone.
● Refer to attachments:
○ “Please find attached…”
○ “Attached you can find…”
○ “As promised, I am attaching…”
Closing Comments (Examples)
● “Looking forward to your reply / our meeting.”
● “I would like to thank you in advance for your reply.”
● “Feel free to contact me if you have any questions.”
● “Do not hesitate to contact me for further information.”
● “Once again, please accept my apologies for the delay.”
● “We would be grateful if this matter could be resolved quickly.”
● “I will contact you again.”
Sign-offs
Formal Neutral Informal
Sincerely / Yours sincerely / Best Kind regards / Best Cheers / HTH (hope this helps) /
regards / Cordially wishes / Take care Enjoy your weekend
1) Basic Structure
An email usually contains an address, a subject line, a salutation, a body, and a sign-off.
Addressing Options:
● To: The main recipient who needs to take action.
● Cc (carbon copy): Keeps others informed; no action is expected.
● Bcc (blind carbon copy): Used when discretion or privacy is needed.
Subject Line
Should show the exact topic or purpose of the email.
Salutation
● Dear + first name + comma (for informal or known contacts).
● Dear + title (Mr, Mrs, Ms, Dr) + last name + comma (for formal emails).
● When the recipient is unknown: “Dear Sir/Madam” or “To whom it may concern.”
● Open punctuation: No comma after the greeting or the closing.
Formal Openings for Emails
Used to begin a message politely and clearly:
● “I was given your name/email address by a colleague.”
● “I found your email/site on…”
● “I’m writing to enquire about…” → (to ask for more information)
● “Please may I introduce myself.”
● “With reference to / With regard to / In relation to / In response to…” → (to
refer to previous contact or topic)
○ e.g. “Your email of 20th January” / “Your enquiry” / “Our meeting.”
● “Following…” / “Subsequent to…” → (after or as a result of)
● “This is to inform/notify/advise you that…” → (to give official information)
● “Thank you for…” → (to express gratitude).
→ Always include the date when referring to a previous email.
Body of the Email
● Use short, simple sentences.
● Avoid writing in ALL CAPITALS.
● Leave blank lines between paragraphs.
● Always proofread for grammar, spelling, and tone.
● Refer to attachments:
○ “Please find attached…”
○ “Attached you can find…”
○ “As promised, I am attaching…”
Closing Comments (Examples)
● “Looking forward to your reply / our meeting.”
● “I would like to thank you in advance for your reply.”
● “Feel free to contact me if you have any questions.”
● “Do not hesitate to contact me for further information.”
● “Once again, please accept my apologies for the delay.”
● “We would be grateful if this matter could be resolved quickly.”
● “I will contact you again.”
Sign-offs
Formal Neutral Informal
Sincerely / Yours sincerely / Best Kind regards / Best Cheers / HTH (hope this helps) /
regards / Cordially wishes / Take care Enjoy your weekend
