How to write a professional email?

Advantages and Disadvantages of Email communication compared with Face-To-Face communication：

 

Email Communication:

Formal

Can attach files

Useful for co-workers in different districts

Can keep history

May cause Misunderstandings

It may be unsafe as it may send virus or warms

Not easy to recall

 

F2F communication:

Casual

Instant

Get response in time

Express Emotions exactly

 

 

Overview of an Email:

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To list:

Enter recipients, separated by semicolons.

Carbon Copy (cc) \ Blind Carbon Copy (bcc)

Subject:

Short, most important words, simple and focused. Indicate if you need a response,

Most of them are Noun.

Body:

Start with a Greeting:

Hi Steve,

I am writing to …..

As mentioned before we need to …..

Polite: mood, tone. Manner of speaking.

Verb tense:  Past/Present/Progressive (Continuous)/Future/ tense.

Noun: singular or plural format.

subject + predicate + object

Clauses

Brevity and clarity

The arrangement should be orderly

Double-check.

End with a Closing:

Thanks,

Betty

Signatures: You can set signatures in Outlook Options-->Mail-->Signatures…

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Remember: Double-check is pretty essential before you send out an email.

 

There are 3 main check points:

1. The manner of Speaking -> Be polite enough.
2. The tenses of Verbs ->Past tense? Present tense? Future tense? Progressive (Continuous) tense?
3. The formats of Nouns -> Singular or plural?

 

Below are some good examples about the expressions in emails.

How to Express Your Gratitude:

1. Thank you for your understanding.
2. Thank you for your prompt reply.
3. Thanks for all your assistance.
4. It will be much appreciated if ….
5. I could appreciate it if you ….

How to Express Your Suggestions:

1. I suggest that..
2. I would like to …
3. Shall we …
4. What do you think about this?
5. Could/Would you please …  (if possible)
6. Is it ok to mark it pass?
7. Which one do you prefer?
8. I wonder whether we can delete this test case.

How to Provide Your Questions:

1. I have some questions about….
2. For the assignment ABC, I have the following questions…
3. Here are some issues for this build…
4. The current status is as following…

How to Express your Apologies:

1. I’m really sorry about this.
2. Sorry for any inconvenience we have brought to you.
3. I sincerely apologize for this misunderstanding!
4. I apologize for the late asking but we want to make sure the correctness of our implementation ASAP. 

About Attachments:

1. Please refer to the attached files.
2. Please check the attached error logs for more.
3. I enclose the evaluation report for your reference.
4. Attach is the design document, please review it.
5. For other known issues please see attached log files.

Some Basic Abbreviations:

1. CC : Carbon Copy
2. BCC: Blind Carbon Copy
3. FYI : For Your Information
4. ASAP: As Soon As Possible
5. AFAIK: As Far As I Know
6. B4: Before
7. CIL: Comments In Line