The Business Email

In today’s business world, email is the most common form of communication, and as such, it is important to remember that it is considered a formal business document. Therefore, it is essential to write clearly and succinctly using proper greetings, closings, complete sentences, punctuation and capitalization. Below is a general format of a business email, including applicable sentences for each part of the email.

Introductions

  • Dear Ms. or Mr. Johns,
  • Hi/Hello,
  • Michael,
  • Dear Sir/Madam,
  • To Whom It May Concern,

Opening Paragraph

  • We hope you are enjoying the season.
  • It was a pleasure to speak with you on the phone yesterday.
  • It is a pleasure to be in touch with you again.
  • Following your email from July 11th
  • I read with interest your email of (July 11).
  • In reply to your email of (July 11)…
  • Thank you for your last email…
  • Please find attached…

Body of the email (the purpose of the email)

  • Our company can offer knowledge of the newest products and services…
  • Our company specializes in… and some of our satisfied clients are…
  • I will be arriving on flight 554 to New York, expected to land at 5:00 A.M.
  • It is our policy to…, therefore…
  • The products/goods/samples you requested/ordered should be ready by / within / no later than / in two weeks.
  • Which port do you need the shipment to be sent to?
  • Attached please find our confirmation of order no.________.
  • Unfortunately, we are unable to reduce our price.
  • Unfortunately, we are unable to give you a price reduction.
  • Sorry for the delay in replying to your request/question.

Ending Paragraph (the desirable result/outcome of the email)

  • I would appreciate the opportunity to meet with you and discuss…
  • Your attention and cooperation in this matter will be greatly appreciated.
  • In light of the facts mentioned above, I hope/believe…
  • Please let me know if I can be of further assistance.
  • If I can provide further details/information, I will be glad to do so.
  • If you have any further questions, do not hesitate to contact me.
  • Please call me at your earliest convenience so we could discuss these and other issues.
  • I would appreciate a prompt/quick/speedy reply.
  • I am attaching all the necessary documentation to verify the above mentioned.

Closing Sentences

  • I look forward to… (your reply, hearing from you, meeting you).
  • I await your reply.
  • I am waiting for your order.
  • Thank you for understanding.
  • Thank you in advance.
  • Please let me know at your earliest convenience.
  • Please let me know by…
  • Please contact me at any time.
  • Please let me know if you have any questions and/or comments.
  • Please feel free to contact me with any questions and/or concerns you may have.

Closing

  • Sincerely,
  • Regards,
  • Thank you,
  • Thanks,

Yifat Mann
Professional Manager
TriEnglish
Telephone: 08-6600297

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