When you are into Business writing or any other communication other than personal reasons require higher standard of compositional conduct. It can be where you are requesting a service or applying for a job, the correspondents have certain expectations on how you approach them. So here are some tips on how to structure your E-Mail in a perfect manner.
1) Greeting
It always important to start off an E-mail with a greeting such as “Dear Jack” depending on the formality of the relationship you have with that person. If the relationship is more casual you can go ahead and simply say “Hi Jack” , and if you are contacting a company or an organization and do not know an individual in particular, you can go ahead and say “ Dear Sir/Madam” or even write “To whom it may concern”
2) Thank the recipient
If you are replying to an inquiring you should always start off with saying Thanks or Thank You. For example if someone has a question for you, you can always start of your respond by saying “Thank you for contacting ( You can state your organizations name ) “ and go ahead with your reply. If someone has replied to an e-mail sent to them, then you can always respond by saying “Thank you for your reply” or even say “Thanks for getting back to me” and go ahead with your reply for the necessary cause. If you can find any way to thank the reader of your e-mail then always don’t hesitate to do it, put him or her at ease and it will make you appear more courteous.
3) Stating the purpose
If you are initiating an e-mail to communicate with someone, at times it may be impossible to include a line of thanks. Instead you can begin by stating the purpose of the E-mail. For example “I’m writing to you regarding..” or “I’m writing to inquire about…” it’s always very important you make your purpose clear early in the email , and then move on to the main text , or else people will feel that your email isn’t structured properly. Always remember to pay careful attention to your grammar, spellings and punctuation, and avoid run-on sentences; always keep your sentences short and clear.
4) Closing remarks
Before you end or finish your email, it’s always polite to thank you reader for one more time for taking the time to read your email. You can start off by saying “Thank you for your patience …” or “Thank you for your consideration” and follow up if “If you have any further inquiries “or “If you have any further questions…” And then you can end your closing remarks.
5) End with a closing
The last and final step is to end your email with an appropriate closing with your name. You can say “Best regards”, “Sincerely or “Cheers” and these are the best used in casual emails. Finally before you hit the send button, review and spell check your email one last time and make sure it’s truly perfect.
