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Parts of Email
Here are the fields of the Email defined with example texts
Example Subjects
The Subject is more important than the email itself, it should be focused, clear and informative.
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Strong Subjects:
- Invitation to the ABC Conference, Nov 2009
- Application for Account Manager Position #413 – Jane Smith CV
- Agenda for the meeting on Monday, 10am
- Party Invitation for John, Sally and Martin
- Updates on the building plans
- Meeting scheduled for Oct 15, Thursday @ 10am
- Great craft ideas using recyclable materials
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Weak Subjects:
- [blank]
- Hi, Hello, How are you?
- First line of the email message
- Words to avoid: Help, Percent Off, Reminder, Free
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Example Greetings: don’t misspell the name!
- Dear [name],
- Hi [name],
- Hi,
- Hello [name],
- Hello,
- To whom it may concern,
Example Opening Sentences
- Following our phone conversation, I am sending you…
- Attached please find the documents you requested regarding…
- In regards to the upcoming pilot program, I have listed below the tasks and deadlines that need to be completed.
- Further to our last discussion, I would like to bring to your attention the following issues:
- As we agreed, there will not be …
- Please reconsider our proposal for …
- In response to your job post for Marketing Director, please find below a brief overview of my skills. I have also attached my CV for your review.
Example Email Information in Detail: details, information and actions required.
- Here is the detailed list:
- In addition to the attached agenda, please click on this link http://www...
- To register for the online event, please go to...
Example Closing Sentences
- I look forward to your reply.
- Thank you for the time you have taken to review my candidacy for the position.
- Please don’t hesitate to contact me with any questions or concerns you may have.
- Thank you, in advance, for your time.
- I await receipt of the information we discussed.
- Please forward me the exact information.
Example Sign-offs before the Signature: identify yourself, company and contact information.
- Sincerely,
- Thank you,
- Best Regards,
- Thanks,
Signature
Name
Title, company name
Email
Phone/Fax
Web Address
Click here for more example emails.
- Job Interview Thank you
- Job Cover Letter
- Request For Update on a Pilot
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Email Features
There are many features that are included in emails; here I will highlight just a few important ones.
Spelling: Always proofread before sending: spelling, punctuation and grammar. [F7]
Insert: Since emails are filtered here are a few tips regarding attachments and links:
- Keep file sizes small.
- ZIP or PDF attachments (exe, jpg, xls, doc are sometimes considered spam).
- When replying, do not resend attachments again.
- Use links whenever possible to files that are stored online or in shared folders.
Options: If the email is very important, under options request a read receipt, this way you can ensure the email has arrived at its destination.
Reply to All: Stop and think before hitting reply to all sometimes you may just need to hit reply.
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| The Top 10 Do’s
Write a meaningful subject line; don’t repeat first line of your email in your subject line.
Keep the message focused and readable.
Avoid large attachments.
Identify yourself clearly.
Be polite and kind.
Proofread, check spelling, grammar and punctuation.
Be professional at work and informal with friends; don’t use personal Email accounts for company business.
Respond quickly.
Show Respect and Restraint.
Use plain formatting, without stationary backgrounds, images, wallpapers or fancy stylized fonts.
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| Sample Emails
Job Interview Thank you
Dear Mr./Ms. Last Name:
It was very nice to speak with you today about the sales position at the ABC Organization. The job seems to be an excellent match for my skills and interests. The self-confident and aggressive characteristic requirements you described needed for this position confirmed my desire to work with you.
In addition to my experience, I will bring to the position assertiveness and the skills to motivate others to work cooperatively as a team.
I appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you regarding this position.
Sincerely,
Your Name
Email Address
Address
Phone Number
Job Cover Letter
Dear Hiring Manager,
I saw your job posting for a graphic designer in the ABC site.
In my position as Media Director for XYZ Company, I headed several projects for website design, the company intranet portal, product brochure design, print and media advertisement as well as newsletters for our customer subscribers.
I also have extensive experience in both the planning and design of all graphic related projects. I believe I would be an ideal match for the position advertised. I have attached my resume and below are some sample websites that I have designed, for your review:
URL
URL
URL
If relevant, I can send additional samples of work for your review. If I can provide you with any further information on my background and qualifications, please let me know.
I look forward to hearing from you. Thank you for your consideration.
Best Regards,
Your Name
Email Address
Address
URL
Phone Number
Request for Update
Hi Jane,
Please update me on the status of the project timelines?
Last week you mentioned that you were waiting for Sam to send you the development timeline and that you were working on communication and planning documents (including timelines) for the project. I am planning for the project in Asia Pacific and need these dates to initiate discussion with the countries. The pilot will be a topic of discussion on our weekly status calls next week.
Your assistance in getting this information as soon as possible is appreciated.
Thanks,
Robert
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