How to write a professional e-mail

Using an e-mail program


Most e-mail programs that use the internet have relatively standard elements. To send an e-mail you need to fill in the following information.
To:           The e-mail address of the person that you want to send
Subject: A brief but meaningful statement about the subject of the message.
Cc:           The addresses of those people who will receive a copy of the message.
Body text: Start this part with a greeting, followed by the message, and finish with a close.
Let us look at each of these elements in detail.

The 'To* element
It is here that you type the e-mail address of the person that you want to send the message to. E-mail addresses are made up of two parts: the 'username' (also called the 'userid') which is found to the left of the @ character, and the domain which is to the right of the @ character. In the example below, the username is jchan and the domain is office.com.hk.
jchan@office.com.hk
The username must be unique within a certain service provider. Sometimes, you can choose your own username but other times your company or service provider will assign you one.
Take great care when typing the e-mail address as it can be easy to make mistakes. It is usual practice to use lower case letters for e- mail addresses although using upper case should still allow the message to reach its destination. Spelling and the position of the full stops is very important though and a mistake can mean that the e- mail is sent to the wrong person or not sent at all.

The 'Subject' element
A brief and meaningful statement about the contents of the message allows the receiver to read quickly through his or her list of incoming mail and identify messages of special importance. It also allows the receiver to save certain messages and delete others. An e- mo.il message that contains a blank subject is likely to be ignored.

The 'Cc' element
As with normal business communications, 'cc' stands for 'carbon copy' (a hangover from pre-photocopier/computer days), and indicates the other people who will receive a copy of the message. An e-mail 'cc' differs, however, in that the e-mail address of each person is included along with their name. Remember that the recipient of your message (the 'to' person) is not the same as the person or people who receive a copy for information (the 'cc'

The recipient is the person that you directly communicate with, so address the message accordingly. It can be confusing to receive a message that is actually meant for someone else, especially if it requests some actions to be taken.

The 'Body text' element
This part comprises the full text of the message you are sending. Start this section with an appropriate greeting, followed by the message itself, and finish with an appropriate close.
While it is desirable to be brief, business messages will usually be longer than personal notes. Remember that you are communicating, so keep messages short and to the point, but not so short as to obscure their meaning.
Most e-mail programs allow you to attach word processed documents, program files or pictures to your message. This serves the same purpose as the 'Enc.' section often found at the end of a business letter. Attachments are useful if you wish to preserve the typographical style and format of an original document, or if retyping a document or file would be too time-consuming. Whenever you send an attachment, it is advisable to include a short introductory sentence explaining the contents of the attached file.
If you are responding to a message, use the reply function rather than creating a new message. When replying to a message, you will often only need to reply to part of the received message. Include the relevant section of the received message in your reply, but save time and space by not returning the whole message along with your comments - quote the relevant sections only.

Network etiquette
Network etiquette, or netiquette, can be seen as a protocol for human communications over a computer network. Netiquette means being considerate towards other people both locally and around the world. It also alerts you to how your actions can affect other internet users. It is very important to consider netiquette before using e-mail.

Choose your words carefully
One advantage of e-mail is that it is immediate. The downside to this is that once the send button has been clicked, the message cannot be retrieved. As, such, remember to choose your words carefully. Although computer networks are impersonal and often involve communicating with someone you have never met or are unlikely to meet, follow the same standards of politeness as you do in other aspects of your life.
If your correspondent uses your first name, it is perfectly acceptable to use his or hers. In the case of first-time correspondence, • immediate informality is unwelcome in a business situation, especially in the international business world.


Sample Fax

FAX MESSAGE
Date: 6 September 1997 TO: Thomas J. Jones
COMPANY/ADDRESS: Room 405 Regent Hotel
FAX NO.: 65-564637
PLEASE COPY TO:
FROM: Peter Reeve
UK FAX NO.: (932)645357
NO. OF PAGES: ONE (including this page)
If these is a problem with this transmission please contact: Susan Howe at Ace Trading (932)645357
MESSAGE
Dear Tom,
Good to hear from you. I am glad to hear that the trip is going well.
When you are in Singapore, could you go and see Lee & Co. at 14 Orchard Road? They may have an order for us. Ask for Peter Tam.
Fax me when you get to Kuala Lumpur so that we can keep in touch. Best wishes,
Peter Reeve

Sample C.V

Name: Joan Burns
Date of birth: 2 October 1970
Address: 8 North Street, London
Position applied for: Office Manager
Job Experience
1990-present          : Personal Assistant (PA) to the Managing Director of William Powell Ltd.
Duties                      : Supervision of the General Manager's office, including one secretary and one clerk.
Assisting the General Manger with such matters as writing letters and reports, doing research and planning conferences and meetings.
1988-1990               : Secretary to the Manager of William Powell Ltd.
Duties                      : General secretarial activities such as receiving visitors, managing the appointments diary, taking and transcribing dictation, writing routine letters and reports.
Reason for leaving : promoted within the company.
Other Experiences
1988-present          : Voluntary youth worker
Duties                      : Supervising the activities of the local youth club on evening per week.
1990-present          : Teacher at the local further education college on evening per week
Duties                      : Teaching secretarial studies to young trainees on government schemes.
Education
Euston Ploytechnic (now University)
University Diploma in Commerce and Economics (Grade 1), 1990. Activities: Secretary of the debating society; member of the swimming team.
Secondary School
GCSE (Advanced level) in Economics (Grade A), Mathematics (Grade C) and History (Grade B), 1988.
Shorthand and typing (one year).

Accepting an invitation to lunch

Sales Manager
Straits Leather Products Ltd
6 Orchard Road
Singapore

Dear Mr. Au,
Thank you for your letter of 14 April with details of your UK sales trip and your kind invitation to lunch.
I am very pleased to hear that you will be in Exeter from 5 to 8 June, staying at the Regal Hotel.
I am free on the 5th to meet you for lunch at the Regal. Many thanks for asking me.
I look forward to meeting you at noon in the main lounge.

Regards,

Useful phrases
Line 1
Thank you for your kind invitation to lunch.
Line 7
I look forward to meeting you at. . . in . . .
Notes
Para. 1
Identify the letter.
Para. 2
Confirm the-details of the visit.
Para. 3
Suggest a date, time and place for the lunch.
Para. 4
End with a friendly message.

.

Comments
The letter expresses thanks for an invitation and seeks to confirm the details.


Alternative phrases
Line 1 Many thanks for . . .
Line 3 I am glad to hear that. . .



Seeking advice


Mr Martin Pearl
Pearl-Mount Ltd 8
Shenton Way
Singapore

Dear Martin,
We are thinking of setting up a branch office in Singapore within the next year. We shall be looking for suitable premises in the central business district.
I remember that you had a lot of problems when you moved last year. I would be grateful if you could share some of the experience which you gained.
I would appreciate your advice on what to look for. I would particularly like to know how to protect ourselves when contracting with real estate agents, moving firms and office space designers. Are there any firms you would particularly recommend?
Thanks in advance for any help you can give us. Don't hesitate to contact me if there is anything I can do for you.

Sincerely,

Useful phrases
Line 2
We shall be looking for suitable premises in . . .
Line 3
I would be grateful if you could share some of the experience which you gained.
Line 5
I would particularly like to know how to protect ourselves when . . .
Line 7
Are there any firms you would particularly recommend?
Line 9
Thanks in advance for any help you can give us.
Notes
Para. 1
State the subject of the letter.
Para. 2
Ask for advice.
Para. 3
Give details of what you like to know.
Para. 4
Express your thanks and reciprocate the offer of help.

.

Comments
The writer is wisely seeking advice from a friend who has experienced what the writer plans to do. Details are stated clearly.


Alternative phrases
Line 1      We are considering . . .
Line 3      I recollect that. . .
Line 5      I would very much like your advice on . . .
Line 5      I would especially like to know . . .
Line 7      Can you recommend any particular firms?




A letter of recommendation


Panda Textiles Ltd 8
New Road
Shatin Hong Kong

Dear Sirs,
I am happy to recommend Miss Elaine Cross to your company.
Elaine has worked for our company as a designer for the last five years. During that time, she has shown herself to be a conscientious and gifted member of our design department.
Elaine was trained in Australia and the USA and her technical skills are unquestionable. She is imaginative and, at the same time, very practical, Her designs invariably went straight from the drawing board into the production department.
Elaine has a very pleasant personality and she gets on with people very well. She was a well- liked and valuable member of our company. We were very sorry to lose her.
It is my pleasure to recommend her to you without reservation.

Yours faithfully,


Useful phrases
Line 2
During that time,. . . has shown her/himself to be conscientious and gifted member of our . . .
Line 4
Her/his technical skills are unquestionable.
Line 4
S/he is imaginative and, at the same time, very practical.
Line 7
. . . has a very pleasant personality and gets on with people very well.
Line 9
It is my pleasure to recommend ... to you without reservation.
Notes
Para. 1
Name the person you are recommending.
Para. 2
Define her job description and experience when she worked with you.
Para. 3
Describe her qualifications and expertise.
Para. 4
Describe her personality.
Para. 5
Recommend the person.

.

Comments
A letter of recommendation should be an honest appraisal of the competence and personality of a person. It should include an assessment of their contribution to your firm, and their suitability for the new job.


Alternative phrases
Line 1      It is with great pleasure that I recommend .
Line 2      Throughout that time,.. .
Line 3      ... hardworking and capable member of. .
Line 4 ... skills are excellent.
Line 7      ... is a very pleasant person . . .
Line 9 ... to unreservedly recommend her to you.




Answering a condolence letter

Mr. Martin Brown
William Brown Ltd 6
Western Road
Birmingham UK

Dear Martin,
Thank you for your kind expression of sympathy which was much appreciated by our family.
We are all gradually getting over the shock of Frank's sudden death. The support of all our friends has been a great help.

Sincerely,

Useful phrases
Line 1
Thank you for your kind expression of sympathy which was much appreciated by our family.
Line 3
The support of all our friends has been a great help.
Notes
Para. 1
Acknowledge the letter of sympathy.
Para 2
Add a personal note and thank the writer for support.

.

Comments
It is usual to acknowledge a letter of condolence.


Alternative phrases
Line 1 Many thanks for your kind letter . . .
Line 3 We are gradually coming to terms with the fact of.
Line 3 The sympathy of. ..




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