Writing emails and letters
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This document provides guidelines for writing emails and letters both informally and formally. For informal emails, it recommends starting with a greeting like "Hi" and ending with something casual like "Talk to you soon." Formal emails should use the same greetings and closings as formal letters, which typically start with "Dear Mr./Ms. Last Name" and end with "Sincerely" followed by the full name. The document outlines appropriate language and structure for both informal letters to friends and formal letters such as for business.
Writing emails and letters
- 1. Writing Emails and Letters Emails to friends and colleagues are written briefly and use informal language as in a conversation. When writing emails and letters to companies and organizations, a more formal style is needed. • Informal Emails Start with one of the following: ‐ Hi ‐ Hi + given name* ‐ given name only ‐ no name or no greeting at all If you do not know the person well, it is safer to be neutral: Dear + given name Never write both given name & family name End with one of the following: ‐ Talk to you soon / See you soon / Catch you later ‐ Regards / Cheers (Informal British English) ‐ All the best ‐ Take care ‐ Love (personal) OR ‐ just the first letter of your given name, i.e., M (informal) * given name is often referred to as first name and is NOT a person’s family name • Formal Emails: If you are writing a formal email, use the same beginnings and endings as for formal letters, see next page. Do’s and Don’ts of Formal & Semiformal Email writing From: http://www.teachingenglish.org.uk/try/lesson-plans/email-writing Do’s Don’ts • Use the subject line to describe what the • Write “Hello” as the subject line email is about • Write about things that are not related • Write the most important information first to the issue. Make sure you get to the point • Emails are a fast way of communication ‐ use simple grammar & keep things simple. • Give personal information that you would not want everyone else to know • Write short, easy to understand sentences • Use capital letters to write words, this • Use paragraphs made up of a few sentences is considered “shouting” to keep the email clear and easy to understand • Use different fonts in the email • Always remember to be polite – use please • Use exclamation marks and thank you. • Use short forms of words such as “cuz”, “u”, “urs” • Use smiles :) , they may come across as unprofessional
- 2. • Informal Letters (http://www.sampleletters.in/informal-letters-template.html/) Start with: ‐ Dear + given name ‐ Hi + given name (used in very informal letters) Body: It was nice to hear from you It was great to see you / It was good seeing you I am having a good holiday in…/ I’m having a great time in… Thanks for the… Sorry I haven’t written for so long / Sorry I haven’t been in touch End with: ‐ Look forward to seeing you soon / Look forward to hearing from you soon. Hope all is well. Neutral: ‐ Best wishes (from) With best wishes, Formal: Yours, Informal: ‐ Take it easy, / Take care, ‐ Love (from) / Lots of love (from) / All my love XOXO (indicates kisses and hugs, used especially when writing to a loved one) + Your given name (on the line below the ending) • Formal Letters: (Templates can be found at: http://businessletterformat.org/) Start with one of the following: Dear Mr. / Ms* / Mrs. (married female) / Miss (unmarried female) / + family name * Ms (female) = Mr. (male) and does not indicate marital status – this indicated gender equality Dear Dr. / Professor + family name Dear Sir (used when you do not know a man’s name) Dear Madam (used when you do not know a woman’s name) Dear Sir or Madam (used when you do not know if you are writing to a man or woman) To whom it may concern (used when you do not know the person’s name) Body: ‐ I am writing to ask whether / to say that… ‐ I am writing in reply to your advertisement… ‐ Please could you send me / I would appreciate it if you could send me… / I would be grateful if you could send me… ‐ I enclose my resume / a cheque for… ‐ Please find attached End with one of the following: Yours truly, (used in North American English) Sincerely, Yours faithfully, (used in British English) + your full name on the next line This handout was compiled by Monica Rivera, ELS Student Staff (April 2009) Source: Longman Dictionary of Contemporary English (2003.). Longman Pearson Education