Sunday 15 May 2016

how to write an official formal business email

Some commonly used sentences for starting an email:
  • Thank you for contacting us. -- If someone writes an email to ask for the service of the company, you can use this sentence to start.
  • Thank you for your prompt reply. -- When a client or colleague replies your email very fast, remember to thank him/her. If they don't reply in time, just remove the prompt, You can say "Thank you for getting back to me".
  • Thank you for providing the requested information. -- If you ask somebody for some information and he/she spends some time on finding the information, you can use this sentence to thank him/her.
  • Thank you for all your assistance. -- If someone gives you some special help, them you must thank them. If you want to express your special thanks, use " I truly appreciate your help in resolving the problem" .
  • Thank you for your feedback --Even if someone gives some criticisms, you still need to thank him/her.
At the end of an email : At the beginning of an email, you thank others for what they did in the past. While at the end of the email, you thank others for what the will do in the future.
Some commonly used sentences for ending an email::
  • Thank you for your kind cooperation. -- If you ask the reader for help.
  • Thank you for your attention to the matter.
  • Thank you for your understanding
  • Thank you for your consideration
  • Thank you again for everything you've done.
Expressions in 10 situations
1. Greeting message
  • Hope you have a good trip back
  • How are you?
  • How is the project going?
2. Initiate a meeting
  • I suggest we have a call tonight at 9:30pm with you and Brown. Please let me know if the time is okay for you and Brown.
  • I would like to hold a meeting in the afternoon about our development planning for the project A
  • We'd like to have the meeting on Thu Oct 30. Same time
  • Let's have a meeting next Monday at 5:80 pm SLC time
  • I want to talk to you over the phone regarding issues about report development and the XXX project
3. Seeking for more information/feedback/suggestions/
  • Should you have any problem accessing the folders, please let me know
  • Thank you and look forward to having your opinion on the estimation and schedule
  • Look forward to your feedback and suggestions soon
  • What is your opinion on the schedule and next steps we proposed?
  • What do you think about this?
  • Feel free to give your comments
  • Any question, please don't hesitate to let me know
  • Any question, please let me know
  • Please contact me if you have any questions
  • Please let me know if you have any questions on this
  • Your comments and suggestions are welcomed
  • Please let me know what you think.
  • Do you have any idea about this?
  • It would be nice if you could provide a bit more information on the user's behavior
  • At your convenience, I would really appreciate you looking into this matter/issue.
4. Give feedback
  • Please see comments below
  • My answers are in blue below
5. Attachment
  • I enclose the evaluation report for your reference
  • Attached please find today's meeting notes
  • The attachment is the design document, please review it.
  • For other known issues related to individual features, please see attached release notes
Point listing
  • We would like to finish following tasks by the end of day: 1....2.....
  • Some known issues in this release: 1....2....
  • Our team here reviewed the newest SCM policy and has following concerns:1....2....
  • Here are some more questions/issues for your team:1....2....
  • The current status is as following: 1....2....
  • Some items need your attention: 1....2.....
7. Raise question
  • I have some questions about the report XX-XXX
  • For the assignment ABC, I have the following questions
8. Proposal
  • For the next step of platform implementation, I am proposing...
  • I suggest we can have weekly project meeting over the phone call in the near future
  • Achievo team suggest to adopt option A to solve outstanding issue...
9. Thanks note
  • Thank you so much for the cooperation
  • Thanks for the information
  • I really appreciate the effort you all made for the sudden and tight project
  • Thank you for your attention
  • You kind assistance on this are very much appreciated
  • Really appreciate your help
10. Apology
  • I sincerely apologize for the misunderstanding
  • I apologize for the late asking but we want to make sure the correctness of our implementation ASAP