The body of an email is based on four important segments. Of course you should first figure out what kind of tone you should apply when writing this message. If the reader is a very close friend you can use a more informal kind of writing. For a business message you should use a more appropriate tone.
Starting
The starting of your email is based on the greeting. This is the first step in which you already give the first impression. Try to make it sound friendly and respectful by using the surname of the receiver.
- Dear Mrs. Ling,
- Dear Professor Schwarzkopf,
Subject
The next step is to identify your intention or purpose by writing this letter. Avoid talking around the subject and come straight to the point.
Consequences
What kind of actions have to be taken into consideration after you have mentioned your intention. Are there any alternatives or suggestions from your side? Or proposal that may follow? It is important to say what you really want to say, but in a formal way. Most of us are scared to write what they actually mean. Just be aware of the way you write it.
Ending
The last part of the email would be the ending. Here you would leave your last impression. There different ways on how to end an email. Such as the following;
- Use ”Yours sincerely, Regards” if you don’t know the person
- Use “Best Regards, Best Wishes” if you are familiar with the person
(I would recommend using a comma after ending, if you used one after the greeting)
This is a sample email that you could use a template
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