Email Etiquettes

Business Email Etiquette Basics

Professionals communicate in a professional manner regardless of the mode of communication. If you are a complete professional you know that putting your best foot forward at all times is just what you do.

“There are four ways, and only four ways, in which we have contact with the world. We are evaluated and classified by these four contacts: what we do, how we look, what we say, and how we say it.” – Dale Carnegie (1888-1955) American Educator

When it comes to your business e-mail communications, you need to make an impression that you are a credible professional enterprise and someone who will be easy and a pleasure to do business with. You only have one chance to make that first impression which will be invaluable to building trust and confidence.

25 Tips for Perfecting Your E-mail Etiquette by Lindsay Silberman

Do you have bad netiquette? In other words, are you appalling colleagues with your awful e-mail manners? Clean-up your act with these etiquette tips from the experts. In the age of the Internet, you might find yourself clicking “reply,” typing up a quick response, and hitting “send” without giving so much as a thought about what you’ve just written. But experts agree that your e-mail behavior has the potential to sabotage your reputation both personally and professionally.

1. Only discuss public matters. We’ve all heard the stories about a “private” e-mail that ended up being passed around to the entire company, and in some cases, all over the Internet. One of the most important things to consider when it comes to e-mail etiquette is whether the matter you’re discussing is a public one, or something that should be talked about behind closed doors before clicking “send.” -Judith Kallos, author of E-Mail Etiquette Made Easy, E-Mail: The Manual, and E-Mail: A Write It Well Guide

2. Briefly introduce yourself. Do not assume the person receiving your e-mail knows who you are, or remembers meeting you. If you are uncertain whether the recipient recognizes your e-mail address or name, include a simple reminder of who you are in relation to the person you are reaching out to; a formal and extensive biography of yourself is not necessary. –Peggy Duncan, author of Conquer Email Overload with Better Habits, Etiquette, and Outlook 2007.Bottom of Form

3. Don’t “e-mail angry.”E-mailing with bad news, firing a client or vendor, expressing anger, warning someone, criticizing other people in e-mails (particularly if you’re saying something less than kind about your boss) are all major no-no’s. Because e-mail can seem so informal, many people fall into this trap. Always remember that e-mail correspondence lasts forever. –Lindsey Pollak, author of Getting From College to Career

4. Use exclamation points carefully. The maximum number of exclamation points in a business e-mail? One. Otherwise, you risk looking childish and unprofessional. –Pollak

5. Be careful with confidential information. Refrain from discussing confidential information in e-mails such as someone’s tax information or the particulars of a highly-sensitive business deal. Should the e-mail get into the wrong person’s hands, you could face serious – even legal – repercussions. –Peter Post

6. Respond in a timely fashion.Unless you work in some type of emergency capacity, it’s not necessary to be available the instant an e-mail arrives. Depending on the nature of the e-mail and the sender, responding within 24 to 48 hours is acceptable. — Duncan

7. Refrain from sending one-liners. “Thanks,” and “Oh, OK” do not advance the conversation in any way. Feel free to put “No Reply Necessary” at the top of the e-mail when you don’t anticipate a response.

8. Avoid using shortcuts to real words, emoticons, jargon, or slang.Words from grown, business people using shortcuts such as “4 u” (instead of “for you”), “Gr8” (for great) in business-related e-mail is not acceptable. If you wouldn’t put a smiley face or emoticon on your business correspondence, you shouldn’t put it in an e-mail message. Any of the above has the potential to make you look less than professional. –Duncan

9. Keep it clean. Nothing annoys recipients more than when people reply and leave the messages messy, for example, an e-mail chain that includes excessive carets (>>>), or pages and pages of e-mail addresses that weren’t protected using Bcc. You can get rid of carets by selecting the text, Ctrl+F to use the Find and Replace command to find a caret and replace all of them with nothing. You can get rid of all the e-mail addresses just by deleting. Clean it up, then send it. –Duncan

10. Be clear in your subject line. With inboxes being blocked by hundreds of e-mails a day, it’s crucial that your subject line gets to the point. It should be reasonably simple and descriptive of what you have written about. Expect that any e-mail with a cute, vague, or obscure subject will get trashed. Also, proof your subject line as carefully as you would proof the rest of the e-mail. — Post

11. Don’t get mistaken for Spam. Avoid subject lines that are in all caps, all lower case, and those that include URLs and exclamation points – which tend to look like Spam to the recipient. –Judith Kallos

12. Your subject line must match the message. Never open an old e-mail, hit Reply, and send a message that has nothing to do with the previous one. Do not hesitate to change the subject as soon as the thread or content of the e-mail chain changes. –Peggy Duncan

13. Provide a warning when sending large attachments.Sending unannounced large attachments can clog the receiver’s inbox and cause other important e-mails to bounce. If you are sending something that is over 500KB, senders should ask, ‘Would you mind if I sent you an attachment? When would be the best time for you?’ –Kallos

14. No more than two attachments, and provide a logical name.Unless it’s been specifically requested, refrain from sending a message with more than two attachments. Also, give the attached file(s) a logical name so the recipient knows at a glance the subject and the sender. –Duncan

15. Send or copy others only on a need to know basis. Before you click Reply All or put names on the Cc or Bcc lines, ask yourself if all the recipients need the information in your message. If they don’t, why send it? Take time to send your messages to the right people. –Duncan

16. Beware of the “reply all.” Do not hit “reply all” unless every member on the e-mail chain needs to know. You want to make sure that you are not sending everyone on a list, you must answer- whether they needed to know or not. –Duncan

17. Pick up the phone. When a topic has lots of parameters that need to be explained or negotiated and will generate too many questions and confusion, don’t handle it via e-mail. Also, e-mail should not be used for last minute cancellations of meetings, lunches, interviews, and never for devastating news. If you have an employee or a friend you need to deliver bad news to, a phone call is preferable. If it’s news you have to deliver to a large group, e-mail is more practical. –Duncan

18. Evaluate the importance of your e-mail. Don’t overuse the high priority option. If you overuse this feature, few people will take it seriously. A better solution is to use descriptive subject lines that explain exactly what a message is about. –Duncan

19. Maintain privacy. If you’re sending a message to a group of people and you need to protect the privacy of your list, you should always use “Bcc.” Additionally, avoid giving out e-mail addresses to a third party. Make sure that addresses you willingly hand over to third parties stay with them, especially when the service they’re offering is free. –Duncan

20. Keep it short and get to the point. The long e-mail is a thing of the past. Write concisely, with lots of white space, so as to not overwhelm the recipient. Make sure when you look at what you’re sending it doesn’t look like a burden to read – feel free to use bullet points. The person reading your e-mail should not have to dig through several paragraphs in order to figure out what you’re asking. You should state the purpose of the e-mail within the first two sentences. Be clear, and be up front. –Lindsey Pollak

21. Know your audience.Your e-mail greeting and sign-off should be consistent with the level of respect and formality of the person you’re communicating with. Also, write for the person who will be reading it – if they tend to be very polite and formal, write in that language. The same goes for a receiver who tends to be more informal and relaxed. –Lindsey Pollak

22. Always include a signature.You never want someone to have to look up how to get in touch with you. If you’re social media savvy, include all of your social media information in your signature as well. Your e-mail signature is a great way to let people know more about you, especially when your e-mail address does not include your full name or company. –Pollak

23. Only use an auto-responder when necessary. An automatic response that says, “Thank you for your e-mail message. I will respond to you as soon as I can” is useless. –Peggy Duncan

24. Train your staff. Business owners should make sure their staff is trained in e-mail communications – don’t assume they know what they’re doing, and what is considered professional. Set up e-mail standards that everyone at the company should abide by. –Pollak

25. Your e-mail is a reflection of you. Every e-mail you send adds to, or detracts from your reputation. If your e-mail is scattered, disorganized, and filled with mistakes, the recipient will be inclined to think of you as a scattered, careless, and disorganized businessperson or professional. Other people’s opinions matter and in the professional world, their perception of you will be critical to your success. –Peter Post, director of the Burlington, Vermont-based Emily Post Institute, which offers etiquette advice and answers to manners questions such as wedding etiquette, parenting issues and table manners.

Why do we need email etiquette? by Aja Frost

Research shows making errors seriously impacts how people see you. In one study, participants who read an email with grammatical errors thought the writer was less conscientious, intelligent, and trustworthy than those who read the same email without errors.

In a separate experiment, people who applied for funding were less likely to be funded and received less favorable terms when their loan requests had spelling mistakes.

This shouldn’t be too surprising. If you read an email riddled with typos, you probably think one of two things:

The sender doesn’t know basic spelling and grammar
The sender didn’t care enough about this message to review it before sending

Neither bodes well for your relationship. So, to avoid prospects coming to these conclusions about you, here are the 57 email etiquette tips every professional (especially client-facing ones) should know and follow.

Email Etiquette Examples

Proper email format
Improper email format
Email punctuation
Email grammar
Emojis in email
Email subject lines
Email salutations
Email sign-offs
Recipient names
Sentence case
Email tone
Fonts and formatting
Hyperlinks
Attachments
Email signatures
Email fields
Reply vs. reply all
Email forwarding
Email response time
Out-of-office replies
Email tracking
Sent from your phone

Email etiquette rules dictate what’s appropriate and what’s not when you’re sending a message to a prospect, business partner, coworker, manager, or acquaintance. They help you avoid miscommunications and mistakes. Want to make sure your email etiquette meets modern standards? Check out the templates below.

Proper Email Format

ABC Company Meeting Confirmation

Dear [Prospect name],

It was great to speak with you on the phone earlier. I hope those spring storms give you a break soon!

You should have received a calendar invite from me for the demo we agreed upon for Tuesday, April 7 at 2:00 p.m. EST. You’ll also find an agenda and talking points attached below.

Please let me know if you have any questions.

Regards,

[Your name]

You still don’t know your prospect well after a discovery call, so it’s best to keep your subject line descriptive and your greeting formal. In the example above, you’ve reminded them of your earlier conversation and kept things personal and friendly.

You’ve confirmed your scheduled meeting and called out the tidy agenda attachment, so it doesn’t get lost below.

Finally, you’ve signed off formally, which is fitting for this stage of the sales process. And you’ve proofread.

Improper email format

Hello!

Hi-

Great talking to you on the phone today; Can’t wait to tell you more about how HubSpot can help you’re company. I scheduled the demo we discussed earlier and you can find the agenda here: https//www.longesturlever.com/donteverdothistoyourprospects.

Talk to you son.

Cheers — [Your name]

The subject line of this email doesn’t tell the prospect anything about the contents — so why would they open it? Also, the greeting is too casual, there’s nothing personalized about the email itself, and no meeting confirmation has been included.

Sending long URLs is also an email etiquette no-no, the sign off is too casual, and the typos make it clear the person writing it either has very poor grammar or didn’t take the time to read it through.

Email punctuation

Punctuation is subtle when you use it correctly and obvious when you don’t. Don’t make your recipients cringe — memorize these rules and follow them religiously.

Terminal Punctuation

Every line should end with a terminal punctuation mark, i.e. a period, question mark, or exclamation mark. If you skip terminal punctuation, it’ll look like you never completed your thought.

Here’s an example:

Wrong:

I talked to Finance, and they approved the agreement

Right:

I talked to Finance, and they approved the agreement.

Use question marks sparingly. If you use too many question marks in one email, you’ll sound like you’re interrogating the recipient.

“What’s your status? Have you talked to your team yet? Are you free for a call tomorrow at noon so we can discuss any potential changes?”

Semicolons (;)

A semicolon can also connect two unique, but related, sentences. It cannot act as a comma.

Wrong:

She can call me tomorrow, she can give me an answer then.

Right:

She can call me tomorrow; she can give me an answer then.

Comma (,)

One of the most common bloopers is adding commas where they don’t belong. While I could devote an entire post to proper comma usage (English major talking), here are the most important rules:

Use before a coordinating conjunction (and, but, for, or, nor, so, yet) that’s connecting two independent clauses.

“I worked with a similar client last year, and their open rates went up 20% in one month.

Use after a dependent clause at the beginning of a sentence.

“After improving their subject lines, open rates improved dramatically.

Use to separate items in a list.

“I focused on email length, readability, and content.

Salutation Punctuation

There are a few different ways to punctuate your salutation (the first line of your email where you address the recipient by name).

If it’s a formal email, use a colon.

Dear Ms. Frost:

If it’s a relatively casual email, use a comma.

Dear Aja,

And if you’re on close terms with someone, you can use a dash.

Hi Aja —

Exclamation Mark

Use exclamation marks as sparingly as you use question marks. If you go overboard with exclamation marks, you’ll come across as hyper and overexcited.

“Thanks again for a productive conversation yesterday! Good news, I talked to Finance and we’re good to go! Can’t wait to work together!”

In general, exclamation marks aren’t considered very professional. So, leave them for your happy hour text messages to friends.

Email grammar

Unless you devote your full attention to studying grammar (which is much less lucrative than sales), you’re bound to make the occasional mistake. But no one will care if they’ve never heard of that esoteric rule, either. Just steer clear of basic mix-ups that your prospect will definitely catch, and you’ll be golden.

Know the difference between:

There/they’re/their
Its/it’s
Effect/affect
Your/you’re
Too/two/to
Loose/lose
I/me/myself

Pro tip: Do you ever wish you could have an editor reading over your shoulder? You can — kind of. Grammarly is a free tool that scans everything you write for grammar and spelling mistakes. Not only will it catch issues in real time, it’ll also send you a weekly report highlighting common trends.

Emojis in email

I understand the urge to add a smiley face to a potentially harsh sentence or cap off a joke with a laughing emoji.

However, unless your recipient has already used one, resist temptation. Research reveals including emojis in work emails is bad for your reputation: They make you look less competent (and they don’t have any effect on how friendly you seem).

Email subject lines

Your subject line should be descriptive and relatively short. Ideally, it should give the recipient a good idea whether they want to open your message.

Bad subject line:

“Hi

What are you emailing them about? It’s completely unclear.

Good subject line:

“Summary of 12/2 call

This line leaves no doubt about the contents of the email.

Email salutations

Above, we covered which punctuation to use in the salutation. You also need to pick a greeting — which can be formal or informal, depending on whom you’re emailing and what your relationship is like.

Most of the time, a casual salutation is appropriate. You’ll set a friendly, easygoing tone and communicate confidence.

Casual email greetings include:

Hi
Hey
Hey/hi there
Good [morning, afternoon]
[Name]

If you’re reaching out to someone for the first time — or they work in a conservative industry — skew more formal.

Formal email greetings include:

Dear [first name]
Dear Mr./Ms. [last name]

And which ones should you never use (not even as a joke)?

Yo:Too informal
Hey!:Too intimate and eager
[Name]!:Too off-putting
To whom it may concern:Too impersonal
Dear sir or madam:Too stiff
Hi friend:Too creepy
Gentlemen:Too old-fashioned
All:Too cold

Email sign-offs

The right sign-off will complement the tone and content of your email. Since it’s the last thing your recipient reads, this line influences their lasting impression.

If your tone is lighthearted, end with a warm sign-off.

Informal sign-offs:

Thanks
Thanks again
Best
Cheers
Happy [day of the week]
Enjoy the weekend
Talk soon
Talk to you [tomorrow, on Wednesday, when you get back]
Looking forward to working together
Looking forward to our next conversation
Excited to hear your thoughts

If your tone is more reserved, your sign-off should be as well.

Formal sign-offs:

Thank you
Thank you for your time
Have a wonderful [day, weekend]

And here are the closing lines you shouldn’t be using:

Sincerely:Too outdated
Regards:Too unfriendly
Kind regards:Too unnatural
Warmly:Too relaxed
Respectfully:Too random
Cordially:Too stilted
– [Your name]:Too abrupt

Recipient names

Triple-check you’ve spelled your recipient’s name correctly. It takes two seconds: Just pull up their LinkedIn profile and compare their headline to the name you’ve used. And don’t shorten their name unless they’ve signed their email accordingly. You might assume “Michael becomes “Mike, but he could prefer going by the latter. Check his signature. If it reads “Mike, you can use the nickname; if it’s “Michael, that’s what you should address him by.

Sentence case

When you’re texting or on Slack, you probably don’t capitalize much — if anything. But when you’re writing a professional email, use sentence case. In other words, capitalize the first letter of the first word in a sentence and proper nouns.

Example:

Dogs are welcome at HubSpot.

Email tone

It’s incredibly hard to get the right tone across over email. Research shows people dramatically overestimate how often their recipients would correctly identify if their tone was sarcastic or serious.

While they believed recipients would get it right 80% of the time, reality was closer to 56%.

Does that mean half of your emails will be misinterpreted? No. But it does mean you should think carefully about the words you’re using and how someone else would read them.

First, avoid negative phrases. They can make you seem more anxious, irritated, or worried than you truly are.

Examples: Mistakes, issues, failure, delay, problem, crisis, trouble, unfortunate, consequence

Second, don’t be sarcastic. There’s a good chance your recipient won’t get the joke — and you’ll seem like a jerk.

Example: “I’d ask my team to review it tomorrow, but as you probably know, no one actually gets work done on Friday.

Third, cut out adjectives. They can make you sound overly emotional — you’re shooting for calm and professional.

Examples: Very, really, extremely, highly, grave, serious, deeply

Fourth, copy your recipient. Following their lead ensures you won’t accidentally offend them. If they write short, straightforward messages, make yours concise too. If they usually include a rapport-building line (like “I saw you were in Bermuda; hope you had a great time”), do the same.

Fifth, when in doubt, pick up the phone. Whenever you’re having a potentially fraught conversation, it’s always a good idea to call, Skype, or meet face-to-face with the person.

Fonts and formatting

Want to make your recipient’s eyes hurt? Use wacky fonts, fun colors, and offbeat formatting.

Yes, your email might be more memorable, but you’ll look like you’re completely out-of-touch with communication norms.

Always use the standard font. Never use a color beside black. Stick to the standard font size. Don’t bold or italicize more than one word (or string of words) in a single email.

And if you’re copying and pasting text, make sure you highlight it and clear the formatting. (Command + \ on a Mac, Cntrl + Shift + N on a PC.) If you don’t, the snippet will appear differently than the rest of your email.

Hyperlinks

Pasting entire URLs into your email takes up valuable space and looks messy. Instead, create hyperlinks or insert a shortened URL.

Wrong:

Check this out:

Check out this article on sales emails.

Right:

Check this out: https://bit.ly/2sl3DDH

Attachments

Indicate somewhere in your email you’ve included an attachment so your recipient doesn’t overlook it.

A simple “I’ve attached a [document, spreadsheet] for X will do the trick.

And make sure you’re reattaching files when you add someone to an email chain, or they won’t be able to see them. (An alternative? Simply forward them the thread.)

Email signatures

A bad email signature can really do a number on your relationships. Even if you write the most eloquent, persuasive message in the world, a poorly designed signature will make you seem like an amateur.

Keeping in mind less is definitely more, yours should be relatively small, simple, and restrained. Now isn’t the time to include your favorite inspirational quote, headshot, or every possible way to reach you. Stick to your name, job title, LinkedIn URL and/or company website, and phone number.

Email fields

To: This field is simple. Add the email address of the person you’re trying to contact.

CC: If you’d like to include someone else on the message CC them. You’re essentially saying, “Hey, read this, but don’t feel obligated to respond.

CCing someone is necessary when there’s relevant information in the email or you’re connecting them with the actual recipient.

BCC: BCCing also copies your contact to the email, but no one besides them will see they received it. In other words, if you send an email to Michael Scott and BCC Jim Halpert, Michael won’t know Jim got it as well.

Why use BCC?

To hide email addresses. BCC can be used to protect someone’s email from being exposed to others. For example, if you’re emailing a group of people about an upcoming event, you may opt to BCC all emails so you’re not exposing emails without permission.

General FYI: BCC can let someone see a message without actually including them on all the threads to follow.

Common Courtesy: BCC allows you to politely remove people from inbox threads. For example, if your boss is introducing you to someone, it’s common courtesy to BCC your boss in the response (usually by saying, “Moving [name] to BCC to save their inbox.) This shows you answered without flooding their inbox with the following back and forth.

Reply vs. reply all

Reply: When you click reply, you respond directly to the person who emailed you last. If you respond directly to the initial message, your reply will go to the original sender of the email. But if you respond to someone else’s email in the thread that follows, you will end up replying just to that person.

Reply All: When you select Reply All, you email back everyone who is either in the “To or “CC fields. The benefit of Reply All is letting those in the thread know a certain issue has been addressed. It’s also helpful when you have information everyone cares about.

When in doubt, default to “Reply. You don’t want to be the annoying person everyone is secretly rolling their eyes at.

Email forwarding

There’s a few key pointers to keep in mind for proper email forwarding etiquette:

Some emails are not intended to be forwarded. If a contact is sending you private or sensitive information, use high caution before forwarding it along.

When forwarding a long email thread, a common courtesy is to summarize what’s being discussed below so the recipient knows exactly what you want from them. There’s nothing worse than getting forwarded a 50-chain thread with a note that just says, “see below.

If you’d like your forwarded email to start a new email chain (rather than being a part of your current thread) simply include your own commentary in the subject line.

Same Thread Subject Line: FW: notes from Tuesday

New Thread Subject Line: Check this out! FW: notes from Tuesday

Email response time

We all have overwhelming inboxes and busy schedules, so it’s not always possible to respond to emails right away. The appropriate response window depends on the person:

Immediate Teammates:

Respond within 12 hours. Your team relies on you to work quickly and efficiently; plus, most emails are about timely matters.

General Colleagues:

For everyone else you work with, respond within 24 hours. Can’t address their request in that time period? Respond letting them know you’ve read their email and will follow up by X time.

External Contacts:

Unless marked as an urgent email or one that needs an ASAP response, responding to external contacts by the end of the week in which it was sent is perfectly appropriate — so if you received the email Tuesday, respond by Friday of that week. For high-value contacts, it may be worth responding within a 24-hour time frame.

Out-of-office (OOO) replies

If you’re going to be unavailable for an extended period of time, an automated “OOO reply — or out of office reply — can let whomever is contacting you know that you won’t be able to respond to their message until the date you’ll be in the office again.

Some do’s and don’ts for OOO replies:

DO:Include how long you’ll be unavailable.
DON’T:Create an OOO response for one day.
DO:Include another person to contact for more urgent matters.
DON’T:Include a colleague to contact without letting that colleague know they’re in your OOO reply.
DO: Include “OOO in your subject line so people can easily identify the automated response.
DON’T:Include more detail than needed — such as the exact location of your vacation.

If you’re taking a vacation for an extended period of time, it may be helpful to have a way of earning your attention for truly urgent, require your attention, situations. Here’s an email HubSpotter Beth Dunn sent before her month-long sabbatical:

Emergency Hippo — on sabbatical during February

Hi all,

This is just a friendly reminder that I’ll be on sabbatical for the whole month of February. If you have any pressing microcopy needs while I’m gone, the designers on each of your teams stand ready and willing to serve in my stead.

If there’s something you still want me to review when I return, rested and refreshed on March 2, please email me the details and put the word “hippo” (or if it’s super urgent, “emergency hippo”) in the subject line and I’ll take a look at it just as soon as I get back. Yes, seriously.

And remind me to tell you the story of how I learned once and for all why you should always have an emergency hippo on hand at all times.

See you in March,

Beth

Beth makes it clear she won’t be responding to email, but since she’s out for an extended period of time, she shared a clever and easy way to grab her attention when needed.

Email tracking

Rather than sending passive-aggressive “Did you see my email? messages, use an email tracking tool. You’ll know the exact moment your recipient opened it — and if they don’t reply reasonably quickly, you can find a non-irritating reason to follow up, such as, “I read an article on X that reminded me of you; here’s the link if you want to check it out.

Sent from your phone

Should you include “Sent from my iPhone or “Sent via phone — please forgive any typos? I wouldn’t. Many people take this as an excuse to be lazy and forgo a glance-over before you press “Send.

Exercise

Email writing latest Questions

Directions:

Use all the phrases given
Minimum words should be 70 to 100, otherwise your email cannot be validated
Addressing and signing should be done as in the question given.
Common grammatical rules, punctuation should be according to Standard English.
You can use your own phrases along with the phrases given.

Question: 1

As a member of your residential society, write an email to inspector of local Police station, Mr. Sharma, informing him about miscreants who ride their bikes rashly every evening outside your society. Sign the email as William.

Outline: residential area – ride – rashly – children – play – elderly – walk – grocery shop – across the road – dangerous – accidents – nuisance – action – immediately.

Sample Answer:

Dear Mr. Sharma

We are the residents of Siddhartha Nagar. We would like to bring to your notice that a few guys are riding their bikes very rashly in the evening hours in the main road of the colony. As you know that this is the time when children play on the road and elderly go for an evening walk. Also there is a grocery shop across the road and many housewives used to cross the road to buy any groceries. In the recent times we observed that due this rash driving many accidents were happened and several injured. This is creating a constant nuisance for all. So we would like to request you to take necessary action to curb these activities.

Thanking you

Yours sincerely

William
Question 2:

As a recent buyer of their car, write an email to the Manager of Smart Automotive Company, Mr.Ahmed, regarding the poor quality of service facility available in the city. Sign the email as Chopra.
Outline: very few – service centers – complaints – pending problems – maintenance – cost – time – delivery – increase – customer satisfaction

Question 3:

As a former student, write an email to your professor, Mr.Matt, thanking her for teaching and guidance that contributed to your overall development. Sign the email as Peter.

Outline: Successful – Placed – grateful – help – advice – grooming – values – shaping my future – sincere – professional

Question 4:

As an intern at ABC consulting Pvt.Ltd, write an email to your internship Project Manager, Mr.Ramesh, informing about the progress that you are making and some difficulties that your are encountering. Sign the email as Ben.

Outline: Thank – challenging – progress – tight schedule – support – report – analytics – guidance – access – doubt – requirements – design.

Question 5:

You are Mr. Chopra and you recently bought a car from Smart Automotive Company. Write an email to Mr. Ahmed, the manager of Smart Automotive Company, explaining the poor quality of vehicle service offered to you in the city.

Outline:

very few – service centers – complaints – pending problems – maintenance – cost – time – delivery – increase – customer satisfaction

Question 6:

You are a project manager and you took the help of Billy, an additional resource, to complete the task in time. Write a “Thank You” email to Billy appreciating his timely help including the below phrases in the email.

Outline:

Accepting join – project months time – location constraints – flexibility – hard work – technical expertise invaluable – high complexity task – co-operating – deliver service – critical moment – deadlines – savior – look forward – to working with you – all the best

Question 7:

You are invited for your best friend’s wedding but you are traveling onsite on the same day. Write an email to your best friend congratulating the couple and apologizing for not attending his/her wedding. Explain your situation how important is this on-site opportunity to you. Sign the email as Raj.

Outline:

Hearty congratulations – wish all success – new journey – visa approved – travel date confirmed – clashing with wedding date – can not postpone – excuse me

Question 8:

You are a project manager for a team of 20 resources. Write an email to your team, enquiring about the irregularity in submitting their weekly timesheets and stressing the importance of the same. Please limit the word count between 70 and 100 and use the below mentioned phrases.

Outline:

can be accessed online – lead to loss of pay-every week – do not default – used to bill client – actual working hours – by Friday – failure to adhere – time sheet filling application

Question 9:

You are a part of corporate communication team in your company. The working time period is revised as 8:30 am to 5:00 pm. Using the following phrases, write an email with a minimum of 70 words and a maximum of 100 words to the employees in your company informing the same.

Outline:

by 30 minutes to avoid traffic – effect from next week – lunch duration – revised working time – reduced by 10 minutes – free breakfast – office will start earlier – till the end of rainy season – will be in effect

Question 10:

As your company is growing constantly and you need a bigger and better work place, your company is relocating to a new address. Write an email to your customers informing about the change in address. Please use the below given phrases and limit the word count to a minimum of 70 and maximum of 100 words.

Outline:

Near outer ring road – shifting to – bigger office space – November 10 – change in telephone number – new address is provided below – fourth floor – Cessna Business Park