Writing Clear Professional Emails
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Goal Write short, clear, polite emails at work.
STRUCTURE
- Subject line -- say what the email is about: "Leave request: 14-18 July"
- Greeting -- "Hi Sarah," (most workplaces) or "Dear Ms Lee," (very formal)
- Purpose in the first line -- "I'm writing to request leave from 14 to 18 July."
- Details -- one idea per short paragraph
- Action -- what do you need? "Could you please confirm by Friday?"
- Close -- "Thanks," / "Kind regards," + your name
EXAMPLE
Subject: Forklift licence renewal
Hi Mark,
I'm writing about my forklift licence, which expires on 30 August.
Could the company book me into a renewal course before then? I'm available
any weekday except Thursdays.
Please let me know if you need a copy of my current licence.
Thanks,
Ravi
POLITE REQUESTS (softer = more polite)
- Send me the roster. (too direct)
- Can you send me the roster? (OK)
- Could you please send me the roster when you get a chance? (polite)
COMMON MISTAKES
- No subject line, or "Hi" as the subject
- One long paragraph
- Writing all in CAPITALS (it looks like shouting)
PRACTICE
Write an email to your supervisor asking to swap your Saturday shift with a
colleague, Lin. Include a subject line and a clear request.
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