Emails

Emails
The good E-mailer
keeps messages short;
presents information clearly with bullet points;
enters a precise subject in the subject box;
telephones if an immediate answer is required;
adds key information for private messages.

How to write emails?

E-mail is primarily a medium rather than a style of
communication. People write e-amils in many
different styles, depending on corporate policy and
in whether they are writing a business letter to a
client, a memo to subordinates or a note to
colleagues.

Emails
o
o

Agradecer
Despedir-se com amabilidade

Emails

Notes on the
Structure of a
Business Letter

Date
14th October 2011
14 October 2011
14 Oct. 2011
USA: October 14, 2011
Many firms leave out th ending (st, nd, rd and th)
after the date.

Date
Abbreviations may be used for:
Jan. January
Feb. February
Aug. August
Sept. September
Oct. October
Nov. November
Dec. December

Courtesy title
Mr the usual courtesy title for a man
Mrs - used for married woman
Miss used for unmarried woman
Ms used both for married/unmarried woman: this
is a useful form of address when you are not sure
whether the woman you are writing to is married
or not;
Messrs abbreviation for Messieurs

Courtesy title
Messrs abbreviation for Messieurs,
occasionally, for two or more men.

used

Attention line
This line is useful when we want someone in
particular to read the letter. We may use the
expressions:
For the attention of
Attention
Attn

Greeting
Formal
Dear Sir,
Dear Sirs,
Dear Madam,
Mesdames,

Greeting
Informal
Dear Mr. Brown,
Dear Miss Smith,

Complimentary close
Formal
Yours faithfully,
Informal
Yours sincerely,
Yours truly,

Complimentary close
Dear Sir,
Yours faithfully,
Dear Mr. Brown,
Yours sincerely,
Yours truly,

Internal E-mail
Informal language
Conversational expression
Everyday words
Personal style close to reader
Less structure
Less than perfect grammar is acceptable

Style
There are three major styles of writing:
formal standard informal
Most business corresponce uses a standard style, with elements of the other
two styles, depending on the reader.

Which style is the best?

Write

according to your reader!

Dont be too fomal!
Dont be tto informal!
Be professional!

Correspondence phrases

Starting

With reference to your letter dated 12 january,...

Regarding our meeting last week,...
Thank you for your letter of... (date)
Re your fax,...

Correspondence phrases

Reasons for writing

We are writing to...
Im just writing to...
Just a short note to...

request
confirm
inform
ask
check

Correspondence phrases

Giving good news

We are delighted to inform you that...
You will be pleased o hear that...

Prestao do servio - letters

Correspondence phrases

Giving bad news

We regret to inform you that...
Im afraid that... /Unfortunately,...
Im sorry but

Correspondence phrases

Making a request
We would appreciate it if you could...
Id be grateful if you could...
Could you...?

Correspondence phrases

Offering help
If you wish, we would be happy to...
Would you like me to...?/Shall I....?
Do you want me to...?

Correspondence phrases

Apologizing
We must apologize for (not)... /We deeply
regret...
I do apologize for... (any inconvenience caused.)
Im really sorry for/about...

Correspondence phrases

Enclosing documents
We are enclosing... /We enclose...
Please find enclosed...
I am enclosing.../ I have enclosed...

Correspondence phrases

Closing remarks
Do not hesitate to contact us again if you need
further assistance.
If you have any further questions, please
contact me.
Let me know if you need any more help.

Correspondence phrases

Positive future reference

We look forward to meeting/seeing you next
week.
We look forward to hearing from you.

After writing checklist!!

Clear

objective
Good organization
Professional layout
Clear, concise language
Right style
Correct facts and figures
All questions answered
Positive ending
Right grammar, spelling and punctuation!

Prestao do servio - letters

Short forms
Be

consistent
Dont use for formal writing.

Connect the parts to make complete sentences

1. Feel free to contact me

a. a full refund for your

purchase

2. I am very grateful

b. if you have any further

questions.

3. Please find enclosed

c. for all the help you have

given me.

4. We apologize for

d. your application was

rejected.

5. We regret to inform you

e. any inconvenience this has

caused.

Prestao do servio - letters

Model letters
One strategy to improve your writing is to prepare model letters
which you can use many times for key scenarios.