How to Write a Business Email

 

How to Write a Business Email

Know whom you'll be writing the email to. Get the names, titles and spellings right.
Once you know the person, you'll know what kind of tone you need to use with the person. If the person is a client, a formal tone of letter writing is recommended. If it's one of your colleagues (same level) you may use a casual tone, but make sure it's not over friendly

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If you're writing a business to business email, the tone that you use reflects the attitude and the type of communication that is used in your organization, so be cautious.
As in all types of formal writing, avoid flowery language. Stick to the point, because no one has the time to read a long email that is heading nowhere!

Example

To: Email address of first recipient
CC: If any
Subject: Mention in one line, the purpose of writing the email, so as to grab the attention of the intended recipient. You may explicitly mention the name of the person in the subject line using the acronym FAO (for the attention of) in case the recipient has a generic account.

Salutation: Dear Sir/Madam,

This is after all, a form of letter writing, so use the same letter writing tips that you've learned in school. In this first paragraph, introduce yourself and the purpose of writing the email. Be brief.

In the second paragraph, give the details of why you're writing the email and what exactly you hope to achieve by it. Again, be brief and to the point.

The third paragraph may or may not be required. It is just to thank the reader and hope, once again, that your purpose is fulfilled.

Salutation: Sincerely,
Your name, or signature that your organization may have assigned you.

Now, in the following samples, we will see how exactly it is done.

SAMPLE EMAIL
To: abc@wyz.com
CC: Accounts Payable
Subject: Request for copy of invoice

Dear ABC,

I'm LMN from the Accounts Payable department at GHI. Ltd. I understand that we have an invoice outstanding with your company since 07/01/2010. This email is to request you for a copy of the invoice, so that we can clear it for payment at the earliest.

First of all, apologies for the delay in payment. The accounts team has been reshuffled and this case came to my notice just an hour ago and I am writing to you immediately. The invoice in question is invoice number 246849, for Mr. JKI who stayed at your hotel for a period of 4 days. That is, from 06/28/2010 to 07/01/2010.

We cannot seem to locate the invoice, so I request you to send me a copy of the invoice, so that I can issue the payment right away. Please send it to the email address mentioned below and mark it for my attention. Once again, sincere apologies for the delay.

Thank you,
LMN,
Senior Executive
Accounts Payable,
GHI. Ltd

email: accountspayable@ghi.com

In the next sample, you will see how to respond to such an email.

SAMPLE EMAIL

To: accountspayable@ghi.com
CC: Accounts Credit
Subject: FAO-LMN: Copy of invoice

Dear LMN,

This is in reference to the email that you sent me this morning. First off, I would like to thank you for taking the initiative of asking for the invoice copy.

As requested by you, I have attached a copy of the invoice 246849. I'm sure you have our bank details.

Thank you,
ABC,
Accounts Credit,
DYU Group of Hotels
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