Tips For Email Writing

FEW GOOD OPENING STATEMENTS

·This is to inform you
·This is to seek your permission
·This is to update you
·This is to bring to your notice
·Please give approval for
·Further to our discussion
·I would like to
·With reference to

FEW GOOD CLOSING STATEMENTS

·Please get in touch for any clarifications
·Please get in touch for further discussions
·I would be glad to be of assistance
·I would appreciate your prompt response
·Thanking you in anticipation
·Looking forward to your prompt response
·Looking forward to your cooperation
·Your support is appreciated
·Should you have any clarification

FEW WORDS THAT COULD BE REPLACED WITH

·Reply - Response / Respond
·Thank - Appreciate
·Sorry - Apologize
·Please - Request you to
·Problems - Issues, challenges
·Can - Could (Can is considered to be very rude but could is more polite)
·But - However
·Regarding - with respect to

THINGS TO BE REMEMBERED, WHILE WRITING OFFICIAL MAILS

• Email opening: Hello with 1st name is accepted globally. Practice using it else Hi with 1st name is also fine.
• Email closing: Closing statement is very important in an official mail. Please use it from the list I have mentioned above.
• Words like guy / chill / cheers etc which are more funky type should not be used in official emails.
• In the subject line we should not use verbs. Subject should not have more than 17 words
• Avoid using capital words in the mail. This is considered very rude and arrogant.
• Exclamation marks should not be used in the mail.
• void 2-3 messages on one paragraph. Try to convey one message in one Para.
• If required use bullets and make points. It is always easier for the recipient to reply points.
• Instead of writing ASAP try to give timeline. This avoids confusion.

Hello John,

it is quite useful for the career starters like me, thanks a lot for such nice information.

i have a question on this.

if i want to write mail to my head of the department, can i start with hi or hello?????

why i am asking this is, many of my managers and the other seniors are staring with Dear Madam or Dear Sir but if i use hello or hi, will that sounds negative ???

it might be small question but i have been thinking of it

pl clarify me

Jai

QUOTE=raajz_johnny;849237]FEW GOOD OPENING STATEMENTS



·This is to inform you

·This is to seek your permission

·This is to update you

·This is to bring to your notice

·Please give approval for

·Further to our discussion

·I would like to

·With reference to



FEW GOOD CLOSING STATEMENTS



·Please get in touch for any clarifications

·Please get in touch for further discussions

·I would be glad to be of assistance

·I would appreciate your prompt response

·Thanking you in anticipation

·Looking forward to your prompt response

·Looking forward to your cooperation

·Your support is appreciated

·Should you have any clarification



FEW WORDS THAT COULD BE REPLACED WITH



·Reply - Response / Respond

·Thank - Appreciate

·Sorry - Apologize

·Please - Request you to

·Problems - Issues, challenges

·Can - Could (Can is considered to be very rude but could is more polite)

·But - However

·Regarding - with respect to



THINGS TO BE REMEMBERED, WHILE WRITING OFFICIAL MAILS

• Email opening: Hello with 1st name is accepted globally. Practice using it else Hi with 1st name is also fine.
  
• Email closing: Closing statement is very important in an official mail. Please use it from the list I have mentioned above.
  
• Words like guy / chill / cheers etc which are more funky type should not be used in official emails.
  
• In the subject line we should not use verbs. Subject should not have more than 17 words
  
• Avoid using capital words in the mail. This is considered very rude and arrogant.
  
• Exclamation marks should not be used in the mail.
  
• void 2-3 messages on one paragraph. Try to convey one message in one Para.
  
• If required use bullets and make points. It is always easier for the recipient to reply points.
  
• Instead of writing ASAP try to give timeline. This avoids confusion.
  

[/QUOTE]

Dear Jai
Greetings!
(a) Call everyone who you know personally by their first name. Even if you have not met them eg. I wouldn't meet someone like say Ketan and call him "Mr.Ketan" or "Mr.Whateverhissurnameis"
(b) Call everyone you know personally but want to give them respect by prefixing Mister or Miss.
(c) In letters to really close people I don't write "Dear" - infact I don't write ANYTHING Just start it off.
(d) In letters to anyone who I know but want to be formal/professional (as in your case) I write "Hello Mr. First Name" If I don't know who the other person is I write "Hello Sir/Madam"
(e) In letters to anyone who is a friend, I usually write "Hi FirstName" or "Hey FirstName". I usually say "Hey" when I meet people so reflects in my letters as well.
When it comes to conversations stick to "Sir". Safest word ever created.

Really nice tips.
Thanks Johnny.
Gaurav
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