Emails are a major part of professional life and require specific language and formatting. Introductory emails are one of the most important as this is the first point of contact between yourself and another. This can be either requests for information, enquiries about job roles or opportunities to sell or introduce products or your business.
Below are some tips to improve your Business English and help you write a professional introductory email.
#1: Subject Line
The subject line of the email must be clear and to the point without using too many words. You must ensure that the subject line is spelt correctly as this will be the first message that the email recipient sees.
For Example: ‘Inquiring About Opportunities.’, ‘Information request for sales figures’.
#2: Introduction
When writing a formal email in Business English, there are many ways that you can greet the recipients. It is normal to greet the recipient with the word Dear. If you are unfamiliar with the person, you can use their title and surname e.g. Dear Mr Smith.
Alternatively, if you are familiar with this person (for example if they are a co-worker of yours) you can greet them with Dear followed by their first name, e.g Dear John.
If you are unaware of the name of the recipient you can start the email with either ‘Dear Sir/Madam’ or ‘To whom it may concern’.
Once you have greeted the recipient, it is customary to include an opening introductory sentence which outlines the reason for the email. E.g I am writing to you regarding your job opportunities.
#3: Reason
Once you have greeted the recipient and outlined the reason for the email, you can move on to the main body of the email.
Here you can go into more depth regarding the reason for your email. Try not to write too much in an introductory email, but if it is necessary then separate the text into smaller paragraphs for easier reading.
Also make sure that the grammar and spelling is correct and do not use any abbreviations.
#4: Closing
When finishing an email, it is customary to include a concluding sentence such as ‘Thank you for your time’, ‘I look forward to your reply’ or ‘If you have any questions or would like further information, please do not hesitate to contact me’.
When signing off your email there are a number of phrases you can use. ‘Kind Regards’, ‘Regards’ and ‘Sincerely’ are all appropriate for formal emails. If the email is informal or to a co-worker you could also include, ‘Thank you’, ‘Thanks’ or ‘Cheers’. Remember to add your name after the closing phrases;
For example for a formal email, you could close it with the following:
I look forward to your reply,
Kind Regards,
John Smith
Or
If you have any questions or would like further information, please do not hesitate to contact me.
Sincerely,
John Smith
Don’t Forget– Before you send the emails, make sure to proofread it carefully, looking out for any spelling or grammar mistakes.
