Hi there,

Welcome to Wisdom Wednesday. Many of my students tend to find writing one of the most challenging skills when learning English. One of the reasons for this is a school system which, perhaps, encourages quantity over quality.

Business emails should be clear and concise.

Wisdom Wednesday - Email Etiquette

Let’s start with the most important aspect - planning!

I tend to start planning with the major points I need to include. This will be the body of the email. From here, I find it easy to outline a short conclusion and/or a call to action, where appropriate. I then outline a short introduction before finally thinking of a subject (or title in other types of writing).

Let’s look in more detail

1. Subject Line Savvy:

Your subject line is the first impression your email makes. Make it count! Here's how:

• Be clear and concise: Briefly summarize the email's purpose in under 50 characters.

• Use keywords: Include relevant keywords to help recipients quickly identify your message.

• Avoid vagueness: Don't use generic lines like "Just following up" or "Important."

2. Professional Greetings:

A proper salutation sets the tone for your email.

• Formal settings: Use "Dear Mr./Ms. Last Name" or "Dear Dr. Last Name" until a closer relationship develops.

• Internal communication: "Hi [First Name]" or "Hello Team" is appropriate within your company.

• Replying to an email thread: Address the person you are directly responding to, but maintain the original greeting if appropriate.

3. Craft a Compelling Body:

The body of your email should be clear, concise, and well-organized.

• Start with a strong introduction: Briefly state the purpose of your email and any relevant context.

• Structure your message: Use short paragraphs and bullet points for easy readability.

• Focus on the recipient: Explain how your request or information benefits them.

• Maintain a professional tone: Avoid overly casual language, humour, or exclamation points.

4. Mastering the Close:

• End with a clear call to action: Tell the recipient exactly what you need them to do next.

• Use appropriate closing phrases: "Thank you for your time," "Sincerely," or "Best regards" are all safe options.

• Include your signature: This provides your contact information and professional title.

5. Proofreading is Key:

Always proofread your email for typos, grammatical errors, and formatting inconsistencies before sending. A well-proofread email conveys professionalism and attention to detail.

Let’s look at an example:

Hi Mark,

Thank you for your interest in the Honda Civic that I am selling.

In answer to your main point, I would be happy to take your Ford Focus back in part exchange. Please send me full details including specification, age and mileage and please attach some interior and exterior photos.

The Honda does indeed have a full-service history.

I am available for you to come and view the car any day this week except Friday which is Good Friday.

I look forward to receiving the details and photos of your car.

Best regards,

Iain.

Similar techniques should be used for any piece of writing.

Do you have any Business English questions?

Please email me and I will do my best to answer them in future newsletters.

Until tomorrow - have a great day!

Iain.

www.communicateenglish.com

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