TIP – EMAIL STRUCTURE

We send an email for a particular purpose and we expect a fast response or immediate action. For emails – whether formal or informal – to be most effective, it is good idea to give them a clear, logical structure.

Subject line – This should be short and give some specific information about the contents of your message.

Salutation – As in letter-writing, the salutation can be formal or informal, depending on how well you know the person you are writing to.

Example:

Formal: Dear Mr, Mrs, Ms, or Dear John (You have had contact with this person before)

Informal: Hi, Hello or just the name

Opening sentence – This is used to explain why you are writing.

Example:

I’m writing to…  (More formal introduction to say why you are writing)

Just a quick note to… (Friendly, informal way to say why you are writing)

Conclusion – This is where you tell the reader what kind or response, if any, you expect.

Example:

Looking forward to your reply. (Can be used in informal or formal correspondence)

Hope to hear from you soon. (Informal ending to indicate a reply is necessary)

Close – Like the salutation, this can vary from formal to very informal.

Example:

Yours sincerely (Very formal, rarely used in email correspondence)

Regards or Best wishes (Can be used in formal and informal emails)

Bye, All the Beset, Best (Informal)

Name only (Common when writing to close colleagues)

                   Reference: Business English - Oxford