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  • Subject Line

The subject line is the ideal length, six to ten words. It’s also more specific. It identifies the project by name and describes the topic of the email.

  • Salutation /Greetings
  • It is important to open your email with a greeting. Here are some examples:
    • “Dear John”
    • “Hi Mrs. Smith”
    • “Hello Dr. Smith”
    • “To Whom It May Concern”-­? if you are contacting a company, not an individual
  • Body Text

The body text is neatly organized in short paragraphs of no more than three sentences. It also includes a numbered list that can be quickly scanned for easy comprehension.

  • It is important that you make your purpose or question clear and always give the reader all the information they will need to help answer your question. You can state the purpose statement with:
    • “I am writing in reference to”
    • “ I am looking for help with”
    • “Do you have any information regarding”
    • “ I am writing to enquire about”
  • Conclusion.

The conclusion summarizes the post. It includes the call to action « Let me know if you have any questions. »

  • You should always give the reader some recognition, appreciation, or thanks for the work they will do to answer your question, refer you to the right person, or information they will give you.
  • Here are some examples:
    • “Thank you for your help”
    • “I look forward to hearing from you”
    • “Thank you for your time”
  • Signature.
  • The signature block identifies the sender as the project team lead.
  • This is the last step always end with one of the following:
    • “Best Regards, insert your name”
    • “Sincerely, insert your name”
    • “Thank you, insert your name”


27th April 2020

Bruce Williams

27th Boulevard Street

Kings Road

West Hampshire- 78696

Dear Mr. Williams:

Hello, my name is Katherine. We had met last week at a carnival, wherein you had liked the products that were displayed by our company. Unfortunately, you had no time to look into the products and you had asked us to notify you about our next sale or exhibition.

We are putting up a display of our products in the Central Park from this weekend. Our products would be on display for two weeks. This time the range is much better and the sale will go on for a longer duration of time as compared to the last one. As you know, we sell all hand made products and the advantage is that they are all safe. What you had seen last week was just a glimpse of what we have, this week we are conducting the affair on a yet bigger scale.

We would be more than happy to see you there. Getting a customer like you associated with our business will make us feel good. For any further queries, you can always get back to us on the posted numbers.

Thank you

Yours sincerely