Introduction
An appropriate opening to your email is important to:
- set the right tone for the rest of your email, and perhaps even your business relationship
- make sure the recipient continues to read the rest of your email
Important – Make sure the first letter of the first line of your email is in Capital letters!
Dear Mr Jones,
My name is… /
How are you? /
I am writing to ask
Formal Emails
Start with a short introduction if the person doesn’t know you
- My name is Jane Smith and I’m the project leader for the Installation project in ABC company.
If you have already met briefly, or have had previous contact, mention where it was
- We met at the Trade Conference last week…
- It was great to meet you at last night’s networking event.
- It was a pleasure to speak with you during the visit of your plant.
- Thank you for your email of 24 January.
Or if you have never met, be sure to mention how you have their contact information
- Your colleague Michael Jones asked me to contact you …
- My colleague Florian Schmidt gave me your contact …
- My manager Tom Smith suggested I should contact you …
Follow up with the purpose of your email
- I’m writing to find out if you would be interested to participate in this project.
- I’m contacting you to ask you a few questions regarding this project because of your past experience
- The reason for my email is to ask for some information on XYZ product.
- I would like to invite you to attend our Christmas party on 19 December.
- I’m writing in reference to…
- I’m writing with regard to…
- I’m writing to you regarding…
If you have attached something to your email
- You will find attached the product information you requested.
- Please find attached the solution we propose.
- As promised, I’m sending you the information
If your email is a reply to their email
- Thank you for your letter dated 23 October on the subject of …
- Thank you for your email regarding …
- Thank your for your enquiry about …
If it is in a Sales context
- Thank you for contacting ABC Company.
- Thank you for your interest in our company.
If someone has replied to your email
- Thank you for your prompt/rapid reply.
Informal Emails
Informal emails are between people who already know each other or have already exchanged a few emails between them.
Start with asking them how they are (this can be left out if you have recently communicated with the person)
- How are you?
- I hope you are well?
- How’s things?
- Hope all is well in Sales/Marketing/…
- Hope you had a good weekend.
Referring to previous contact:
- Thanks for taking the time to meet me last week. It was interesting to find out more about your company and this will help us focus on your needs.
- Thanks for your call today. It was nice to speak to you in person at last.
- Thanks for letting me know how things are going. It sounds as if you are working very hard on the project and I’m sure it will be a success.
- Thanks for your email.
Follow up with the reason of your email
- Can you participate in the project kick-off meeting next Thursday?
- Can you answer a few questions about the XYZ product?
- Regarding our first quarter budget, I need your feedback by tomorrow.
- Just a quick email to let you know that I haven’t forgotten your question and I’m waiting to hear back from …
- Please find attached our final report. Do you have any revisions to make to it? (Make sure you attach something to the email)
If you have attached something
- You’ll find the information and the address attached
- I have attached…
- We are attaching…
- Sorry, I forgot the attachment. Here it is.
If your email is a reply to their email
- Good / Nice to hear from you!
- Thanks for contacting me.
- I’m good thanks, and you? (if they asked you how you were)
- Thanks for the info. (short for information)
For more phrases to use in different situations, please see Section 2 “Specific Language”.