- Subject Line & Salutation
- Sign-off & Singature
- Short and clear purpose
- Dear - all purpose, very warm, quite formal
- Hello - a bit formal
- Hi - informal
- Hey - very informal, only for people you know very well
- Name - kind of code, direct, can be confrontational
- Sart with Proper Small Talk
- How are you? I hope you are doing well.
- It is a pleasure to be in touch with you again.
- Get to the point
- With reference to your phone call this morning...
- I am wrting to confirm if the solution I set you has been received.
- For mail contents, provide as simpilifed as we can, as specific/detail as we can
- More than 6 lines in 1 paragraph? => Split it up
- Important information? => Make it a one-line paragraph
- Multiple pieces of important infomation => Make a quick bulleted list
- Buffer - Open with greetings or meaningful statement that does not mention the bad news
- Cause - Explain causes of the bad news. Avoid negative words like can't, bad, unfortunate, etc. Use neutral terms when possible
- Bad News - Reveal bad news without emphasizing it
- Closing - End with a forward-looking, pleasant statement and again, avoid refering to the bad news itself
- Use Postive wording instead of Negative wording
- Use Passive Voice instead of Active Voice
- When specific action is required
- I look forward to hearing from you.
- I'm looking forward to your reply.
- Please get back to me as soon as you can.
- When there is no specific action required
- Thank you for your cooperation.
- Thanks in advance.
- If you need to know anything else, just let me know at any time.
- Wish you a nice weekend.
- Good luck with the new project!
- Please keep us posted with..
- Formal - Best Regards, Faithfully, Sincerely Yours,
- Informal - Love, Yours,
- Special - Regards, Cheers, Thanks
- Put name first and follow other information as you wish
- Can put it into email setting as a template
Basic Email Wrting Structure
Facts & Actions
Facts & Actions - BCBC Rule