Writing professional emails is an essential part for any Job. It does not matter which industry you work for, writing good emails helps you to build reputation, avoids misunderstanding, enhance credibility and saves time.
Here are some really good tips and examples which will improve and make your email communication further effective and professional.
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1. Formal Email Phrases:
Greetings- Opening of Mail
- Dear Mark, How are you? Hope you are doing good. I am Jeny and I work for the Media department. I recently visited your article regarding the Sustainability of Communication and Media industry, and it was great.
- Dear Ben, I hope you’re doing well. Have you completed the quarterly financial report. If so, could you please send me by today EOD.
- Dear Jenny, I hope you enjoyed your weekend, wanted to make sure if got a chance to review the report from me and in case you have some query, please don’t hesitate to contact me.
How to Start a Mail
- I am writing to you in regard of the issue the customer is facing. Do we have any plan to mitigate this.
- With reference to our telephone conversation last Monday, I would like to let you know the deal is now finalized and we can proceed with the project ahead.
- Thank you for your email of 1st Dec regarding the progress we are making to improve our product Sales.
Request/Gratitude
- I would appreciate if you can send the updated plan by end of this week.
- Could you please let me know if you are available for the meeting arranged on 14th Jan.
- Could you possible arrange a meeting the client next week.
Attaching a File
- As discussed over call, please find attached the file you requested.
- I am attaching the file for your reference. Please let me know for any further information required.
Giving Information
- We are glad to inform that to make our relationship stronger and facilitate the employees with best offer we have come up with Auto loan.
- We are happy to let you know that your presentation is selected for next round.
- We regret to inform you that your CV is not selected.
Asking for Information
- We need to finalize the agenda at the earliest with the client. Could you possibly make an arrangement tomorrow?
- Could you please get your version over to me by 5 p.m., so I don't miss my deadline?
- Here are some additions to the agenda for our meeting scheduled on Thursday. If you have any further additions, please let me know by the end of day.
Reverting a Mistake/Apologizing
- The server issue has been resolved. We apologize for any inconvenience and appreciate your patience.
- We apologize for the confusion; the previous was send in error.
- We will make sure this does not happen again in the future.
- Unfortunate, the issue is back again. We are working on the solution. We are sorry for an inconvenience.
Complaining or Showing Dissatisfaction
- I am writing to express my strong dissatisfaction with your hotel which I unfortunately chose to spend my wedding anniversary.
- I regret to say I was not fully satisfied with the room you provided us hotel service.
- I am writing to complain about a factual error in yesterday’s newspaper. I hope that you will give this matter your prompt attention.
Ending a Mail
- Looking forward to an early response.
- Thanks so much for your speedy response.
2. Avoid Direct Rude Phrases
Here are few examples
Direct : I need this in half an Hour.
Polite : Please ensure to get this in half an Hour.
Direct : It is a bad Idea
Polite : I am not sure if that could be a bad Idea
Direct : There will be delay
Polite : I am afraid there will be a delay
3. Choose words wisely
When you’ve answered someone’s question(s)
• Just
let me know if you have any questions.
• I
trust the above resolves your queries. Should you have any further questions, please do not hesitate to contact me.
Being Diplomatic
• I
am afraid we are not happy with
• Unfortunately,
the mistake is rather serious
• We
have a minor/slight issue with the
report
When you’re asking the recipient to take some action
• I
would appreciate your help in this matter.
• Can
you get back to me once you’ve had a chance to investigate?
When you need a response (but not necessarily any action
taking)
• I
await a response at your earliest convenience.”
When you’ve heard nothing back and want to chase up a reply
• A
gentle reminder
• Could
you please update
• When
can I expect an update
5. Be a Boss in your Reply😎
