02/25/2021
Ask yourself these questions before you start writing your email: Do I ‘know’ the person/people I am writing to? Is this the first communication? How formal do I need to be? Are they a colleague/client/customer? How ‘friendly’ should I be?
I don’t know your name…
Dear Sir/Madam
Yours faithfully/sincerely
I am writing to a department/group for the first time…
To whom it may concern
Yours sincerely
We haven’t communicated before but I know your name…
Dear Mr./Ms. Green
Yours sincerely/Kind Regards
We have communicated before but I need to maintain professional distance…
Good morning/afternoon John/Helen
(Hello) John/Helen
Best/Kind Regards
Regards
We have communicated regularly before and know each other well…
Hi John/Helen
Best Regards/Wishes
• With reference to your email of (date)/regarding X…
• With regard to/Regarding X…
• Thank you/thanks for your email
• Thanks for your prompt response/getting back to me to me so quickly
• I am writing to…(give reason)
• Please find attached…
• Please don’t hesitate to contact me/get in touch
• I look forward to hearing from you soon
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