The E-mail, a necessary evil

Hey everyone! Welcome to another Clive's English Corner post! 

The E-mail was an incredibly revolutionary invention. It completely changed the way we communicate in both social and professional scenarios. Although some other "swifter" forms of communication (instant messaging apps and collaborative messaging apps) are starting to gain a bit of steem; cough, steam; I couldn't help the pun 🤣, the e-mail remains as an essential form of interaction. Even more so when it comes to the business world.

ESL learners might get confused from time to time with its non-written rules, so let's take a look at a few tips for typing better e-mails.

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-Let's start with the greeting!

The way of saluting your readers will largely depend on who you are addressing, and the number of times you have interacted with them. Say that you need to send a college application, and you do not know the specific name of your reader you could start off with a "To Whom It May Concern"; but, just as the internet keeps evolving so do writing styles, and the trend is to be a bit more natural and casual. Therefore, using a "Dear [name of the organization or reader's position]" will suffice. On the other hand, if someone writes a letter of recommendation, or you have a complaint directed toward a firm, then "To Whom It May Concern" fits just about right. Do not forget to use a capital letter at the beginning of each letter of the phrase and punctuate it with a colon.

-To Whom It May Concern:

When you know the name of the person you are typing the email to, use a "Dear [Name]" in case that it is the first time you are communicating with them. If you have already exchanged messages with your target, then a "Hi [name,]" will serve as a closer and more comfortable approach.

-Dear [name],

-Hi [name],

Developing the e-mail

Starting off the meat and potatoes of your e-mail, if this is your first interaction, start with a brief personal introduction, and the purpose of your message should follow suit. You can omit your introduction if this is not your first time communicating with your reader.

-My name is Bob, the sales representative at ABC. I am writing in regards to...

After this introduction and making the purpose of your email clear, you may just develop the topic you want to discuss.

Closing off the e-mail

Make sure you add a closing statement that rounds up your message before signing off.

If you want to convey gratitude you could use something like this:

- Thanks for your help/assistance/ support.

- I appreciate the help/assistance/ support you have provided me.

If you expect a follow-up email:

- I look forward to hearing from you soon.

In case that it is an urgent matter:

-I would appreciate your prompt attention to this matter

When you want to provide further assistance, you can use:

-If you have any questions, please do not hesitate to contact me.

-Please contact me if you need further assistance.

When it comes to the sign off remember to avoid words such as "Cheers" or "Xoxo". Instead, you should stick to safe bets such as "Sincerely" or "Thank you".

And there you have it guys! That is it for now! please don't forget to upvote or leave a comment if you have any questions or suggestions. I will appreciate them!

 

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