Writing excellent business emails is a necessary skill for anyone who wants to make a good professional impression. People judge your intelligence and competence by how you write. This three-part series will give you the information you need to hone your skill in writing business emails. This part, part two, deals with structuring a business email; necessary information in business emails; and sample business emails for reference.
The exact form of the body of a business email is as varied as the contents of the emails themselves. However, there are overarching rules that will help you to make a good impression and organize your information efficiently. Remember the Three C’s: your email should be current, complete, and concise. Keep those qualities in mind as you write!
Email structure
Emails are made up of the following parts:
- A greeting
- A first sentence to soften the email. Usually this is friendly, not a question, and requires no response. It can be omitted, but provides a nice warmth to the email.
- The focus of the email: start by saying why you’re writing the email. Are you sending something for them to look over, asking for information, arranging a meeting, or anything else? Say it right away!
- Relevant background information: if there is anything they need to know to make a decision, such as dates, locations, or numbers, give that immediately after stating the purpose of the email, so they have all the information they need from you to respond well.
- End with a request for action, or let them know no action is needed. Give a time frame if the required response is time-sensitive.
Don’t use indents when writing an email. Instead, use paragraph breaks with a blank line in between—many email programs do this for you automatically.
Here are some sample emails to get you started. (Please note: all persons and companies listed are fictional, and any resemblance to anyone, living or deceased, is pure coincidence. Examples are provided for sample purposes only.)
Sample Email #1:
Sample Email #2:
Sample Email #3:
Remember to keep your emails current, concise, and complete! You’re well on your way to writing excellent business emails. Check back on Friday for the third and final part of this series, which will give canny hints and useful tips for making your emails the best version they can be.
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how to Writing Excellent Business Emails?
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