How to write a professional e-mail

E-MAIL has been called "the communication medium of the millennium". It is widely used by almost all companies. As a marketing assistant, Bi Hao has to learn how to write an effective e-mail.

Introduction

Mentioning the last time you contacted that person is a good way to start off an e-mail. Then, write something about what you said — or could not say — to each other. Here are some suggestions:

Thank you for your letter: it was very interesting to hear about the new developments at ...

It was a pity I missed you when you visited our office last week, I would have liked to have heard all your news.

It was a pleasure to have dinner with you last Thursday. I think we had a very useful discussion.

It was good to talk to you on the phone today. I was sorry to hear that you have not been well.

Thank you for the fax, I was pleased to hear that you will be coming to visit ...

Main Message

This is the main reason you are writing.

Here are some friendly ways to lead into the bulk of your e-mail:

Giving information

I thought you might be interested to hear about ...

Requesting action

(especially a difficult request)

I was wondering if...

I was hoping you could ...

Complaining

I'm afraid we have a small problem ....

There seems to be a problem with ...

Giving bad news

I'm afraid /Unfortunately, I have some bad news.

Close

Use this section to talk about the future. Less formal letters often close by mentioning something personal. For example:

I look forward to seeing you again next time I'm in Los Angeles.

If you are ever in Shanghai, please give me a ring or drop in.

Sometimes, you can mention somebody that you both know, like this:

Please give my regards to Diane Chan.

Please pass on my best wishes to Mr Smith, I hope that he has now recovered from the flu.

Signing off

For less formal e-mails use an ending like "Best wishes" or "Best regards". When writing to stranger, it's best to end with "Sincerely" or "Yours faithfully".

Hi James — Best wishes

Dear Mike — Best regards

Dear Ms Lo — Yours sincerely

Dear Sir/Madam — Yours faithfullly

To whom it may concern — Yours faithfully