With ever improving technology and faster world communication, it could be argued that there is no correct way to write an e-mail anymore. Busy people don't have time to follow rules. The freedom of cyberspace has meant that there is no longer a need for rigid regulations on letter writing format or etiquette. It doesn't matter what the e-mail looks like, it is the message that counts. To a large extent all of this is true, except for one thing: mass communication means that there is even more reason to have rules for writing letters and e-mails. In other words, there needs to be a common standard so that any correspondence is clearly understood by as many people as possible. How an e-mail looks is crucial. Readers expect certain standards, especially in business. In a fast environment, we need to be able to read what ever we are sent quickly. Or simply put. Which is the easiest to read and gives a better impression, example a or b?
Example a
John, thanks for your email and info about the meeting. Sorry I can't make it on Tues. could we meet on Wed instead. Paul
Example b
Dear John,
Thanks for your email and information about the next meeting.
I am sorry but I can't make it on Tuesday, Can we meet on Wednesday instead?
Speak to you soon
Regards,
Paul
Example a is more like a text message, which is great to send to friends but not for business purposes. Does it take any longer to write example b? Not really, most of this e-mail could be set up as a template and the paragraphs rely on pressing one key.
Which email would you prefer to receive from a business partner? Which looks more professional?
Basic introduction paragraph and format.
We are not talking about email to friends, colleagues, SMS, Twitter etc. These series of articles concentrate on writing good business e-mails and letters - making your company look professional.
Firstly, we have to address the recipient correctly. The most suitable and appropriate for business correspondence is:
Dear Sir or Madam
use this when you don't know the name of the person.
Dear Sirs
use this when you are writing to a company.
Dear Mr Smith
This is the most formal.
Dear John Smith,
This is neutral and common for business. Never use Dear Mr John Smith.
Dear John,
This is fine if you know the person. or have a good business relationship.
Dear Ms Smith
This is recommended in most cases. Only use Mrs or Miss if they have specified so in previous correspondence.
Although, many people commonly use Hi John or Hi Mr Smith etc. It is not acceptable for business purposes. Just because millions of people do it, doesn't mean it is right. Don't forget the idea is to create a neutral professional image.
Opening paragraph.
In English business letters, the opening paragraph should state why you are writing. For example, if it is a complaint letter then say: I am writing to complain about Make it obvious what you are writing about
Below are examples of some good standard opening sentences. These standard phrases can be used over and over again. They are not boring, just standard openings. Remember we are not trying to win an award for creative writing. We want to get our message across clearly and quickly. The first few sentences are important.
I am writing to .
e.g. I am writing to request information on letter writing.
Further to .
e.g. Further to our last telephone conversation, Please send me some information on letter writing.
With reference to
e.g. With reference to your last delivery. Some of the boxes were damaged.
To summarise, to start a business e-mail or letter, decide if it needs to be formal or neutral. Write an appropriate Dear Make sure the first paragraph clearly states why your are writing. The reader will then get a good impression. They will be able to treat your letter as professional and therefore your company or request. They will also be able to read you e-mail and find out quickly what the issue is. Finally, here is an example of a first paragraph:
Dear John Smith,
I am writing regarding a series of articles about business correspondence. Please could you send me some more information?
Please note. This article has been written in British English. Therefore, there may be some areas of style, spelling and punctuation, which could be different in American English. E.g. there is a full stop after Mr. in American English.
Author Resource:
This article was written by Jon Eaton, an experienced business English teacher. At the moment, he teaches legal and business English for individuals or companies in Poland. He also runs Biuro tlumaczen translation agency where you can find more articles like this.
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