Greetings and sign-offs
| Situation | Start | End |
|---|---|---|
| Colleague | Hi Tom, | Cheers, / Thanks, |
| Manager or client | Hi Ms Chen, or Hi Karen, (if they use first names) | Kind regards, |
| Formal or unknown person | Dear Mr Patel, | Kind regards, / Yours sincerely, |
Dear Sir/Madam sounds old-fashioned. Try to find a name.
Useful phrases
- Opening: Thanks for your email. · I hope your week's going well.
- Asking: Would you be able to…? · Could you please…? · I'd be grateful if you could…
- Following up: Just following up on my email from Tuesday about…
- Attaching: Please find attached… or simply I've attached…
- Closing: Let me know if you have any questions. · Happy to discuss.
Common mistakes
| ✗ | ✓ |
|---|---|
| Kindly do the needful. | Could you please take care of this? |
| I am writing this mail to inform you… | Just letting you know… |
| Revert back to me. | Get back to me. / Reply when you can. |
| PFA | I've attached… |
Keep it short
One topic per email, a clear subject line, and the request in the first two sentences. Busy readers skim.