Professional Email
Writing
Presenter: Rahimullah Rahimi LLC Logar Deputy coordinator
General Information
Most of communications are done by email.
should not distract you from the care with your writing.
Considerable Points in Email Writing
Your email impact on your reader.
Your tone and the way you express yourself will introduce you.
The more distant the relationship is between yourself and your
reader, the more formal tone and expressions must be used.
The Key Point
A well written email will not only succeed in
getting your message across but also create a
good impression of you.
Email Word
I will email you later today. (Verb)
I sent you an email yesterday. (Noun)
I have two different email addresses. (Adjective)
Asking for Email Address
Can I have your email Address, Please?
What’s your email address?
Can you text me your email address?
Giving email address
Let me give you my email address.
I have a new address.
That’s my personal email (address).
This is my work email (Account).
That’s the address I use for work.
Asking for email
Send me an email.
Can you send it by email?
Can you email me?
Can you email that file?
Shoot me an email (informal).
Promise for sending email
I will email you.
I will shoot you an email.
I’ll send an email.
I’ll send it by email.
I’ll contact you by email.
Let’s stay in touch through email.
Elements of an Email:
Offer Letter
Hello Jamil,
1. Subject
Attached you will find a 2 page PDF copy of offer letter.
2. Greeting Please print it out and mail a singed copy back to me.
3. Body text Warm Wishes,
Ali
4. Closing
1. Subject line:
Compose a subject line that is: All meetings for tomorrow are re-scheduled
Concise Apologies for absence from the meeting
Request for reference letter
Relevant to the topic
to get the reader’s attention. Emergency
Important-Please read urgently
2. Greetings:
Start with a formal salutation, using the reader’s title and surname, e.g.
Formal Relation Casual Relation Don’t Know the Name
Dear Professor Karimi, Hi Ajmal, To whom it may Concern,
Dear Dr Ahmadullah , Hey Jamil! Dear Sir/Madam,
Dear Mr. Yosufi, Hi Ali!
Hi Rasool-
Common Phrases at the beginning
– I hope this message finds you well.
– I hope things are going well for you.
– Thanks for writing.
– It’s good to hear from you.
– Thanks for the quick reply.
– Thank you for meeting with me yesterday.
Pleasantries at the beginning for informal email
– How are you doing?
– How have you been?
– How’s it going?
– What’s new with you?
– Hope all is well.
– Sorry it’s been a while
3. Body text:
1. Keep the message focused.
2. Numbering and bullets: for getting the points and avoid missing
3. Caps & punctuation: correct usage of capital/small letters and punc
4. Do not forget to say please and thank you.
5. Be kind, Don’t Flame
Ways to refer to Attachments
Please find attached my job application.
Please find attached photos from the conference.
Please see the attached file.
As requested, I have attached the PDF file.
Please find my resume attached.
I am attaching my resume for your review.
I didn’t receive the attachment in your last email. Would you please
resend it?
I apologize. I forgot to attach the file in my previous message.
So sorry. I sent the wrong file. Please disregard that one. See new
attachment, Thank you.
Less Formal Ways to refer to Attachments
I’m sending you some photos.
I’m attaching some photos.
I’ve attached some photos for you.
Photos attached.
The photos you wanted are attached.
Sorry I didn’t get the file can you resend it?
Sorry. I sent the wrong file. Here’s the right one.
Sorry. Forgot to attach the file. Here it is.
Copy Someone
I have Cc’d …Ali… on this email to keep him in the loop.
I’ve Cc’ed …Rahila… on this email to keep her in the loop.
I’ve Copied …Ali and Jan… on this email to keep them in the loop.
Please cc me in your email to Jamil.
Forwarding Email
I have Forwarded Karim’s Resume to you.
I am forwarding Nabil’s email to you.
Expressions in Reply
Thank you for writing
Thank you for your interest
Thank you for contacting me
Thank you for the update
Body in Reply
See my responses below.
See my responses below in bold/blue
Thanks for your email. I’ll respond in detail by tomorrow.
Got your message. Thanks, I will get back to you by tomorrow. (informal)
Late Reply
I apologize for the delayed response.
Sorry for the late reply
Sorry for the late response.
Sorry for not getting back to you right away.
Using not very formal Acronyms in business email
FYI (for your information)
BTW ( by the way)
ASAP ( as soon as possible)
EOM( End of Message)
Follow up
I look forward to …Verb… ing from you.
I look forward to hearing from you.
I look forward to meeting you.
I look forward to your reply.
I look forward to reading your comments and hearing about your opinions.
Common Phrases at the end
Looking forward to your reply.
Hope to hear back from you soon.
Have a great weekend!
Have a great day!
If you have any question, please don’t hesitate to contact me.
4. Closing:
Regards,
Choose an appropriate closing. Best regards Take Care,
Kind regards, Talk later,
Warm Wishes, See you!
Put your Name and contact detail in signature.
All the best, Love
Regards,
Ali Karimi Respectfully,
English program Manager
Phone: 0700000000 Yours Truly,
Reference for Ali
Hello Jamil,
I hope this message finds you well. My name is Jan, and I work in the HR
department of ABC Company. As you may know, Ali has applied for a
position with us. He listed you as a reference. I would like to speak with
you sometime this week about his qualification. Could you please let me
know a time that is convenient for you? Thank you.
Kind regards,
Jan
June 6 follow-up meeting
Hello Ali,
Hope all is well with you, I have scheduled a follow up meeting with
our director Karimi for next Monday, June 6 at 2PM. Would you please
confirm that you are available at this time?
I look forward to seeing you again. Have a greet week!
Regards,
Jan
Re: June 6 follow-up meeting
Hello Jan,
Next Monday at 2 PM works just fine for me. Thank you for setting up
the meeting. I look forward to seeing you all on the 6th.
Best,
Ali
Instruction for the agreement
Hello Jamil,
Attached you will find a 3-page PDF copy of agreement. Please print it
out and mail a singed copy back to me.
Once I received your signed copy, I can process the payment. Thank you.
Warm Wishes,
Ali
Any Question!
