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The structure of the email
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For a formal email of request to work, you not only need to use the appropriate professional English vocabulary, but the email needs to have a good structure.
The structure of a formal business email or letter of request in English is very simple:
- You start the email or letter by writing an introduction that states/says the purpose of sending the email or letter.
- Then in the next section, you ask questions or request information.
- And finally in the last section, confirm when you require the information etc...
FORMAT
Elements:
The elements found in typical business letters are:
a. full mailing address of the sender
b. date on which letter is written
c. address of person to whom letter is addressed
d. subject line
e. salutation
f. body (the main message)
g. complimentary closing
h. signature line (be sure to sign your letter)
j. enclosure and copy notations
Model Letter:
The model below uses all the elements from the list. The overall layout is a matter of personal choice, as is the decision to include a phone number and email address. NB: the text of the model letter is exceptionally brief. Most appeal and request letters require a page or two.
| a. | Samuel Student 123 ABC Street Samsville, ON SOS ___ Email address, fax and/or phone number | |
| b. | November 20, 201_ | |
| c. | Dr. Jane Skool Associate Dean Faculty of ________________ Western University London, ON N6A ___ | |
| d. | Subject: Request for Special Examination | |
| e. | Dear Dr. Skool: | |
| f. | I am writing to request a special examination in Course 020. On December 12, the date of the regularly scheduled exam, I have to appear in court as a witness. I enclose a copy of the court summons. A make-up exam in Course 020 has already been scheduled for January 6. | |
| f. | Thank you for taking the time to consider my request. Please contact me by Email or phone if you have any questions. | |
| g. | Yours sincerely, Sam Student | |
| h. | Samuel Student SN 045678900 | |
| j. | encl. cc: Professor O. Twenty |
CONTENT AND TONE
While the appearance of a letter is important, the content and tone will determine whether the letter really does its job. Review any relevant policy and pay particular attention to what the decision maker needs to know to consider an appeal or request. That is the information which should be included in your letter.
Opening Statement
The first sentence or two should state the purpose of the letter clearly.
I am writing to appeal my current disciplinary status, and to apologize for my involvement in the floor crawl which led to my being placed on notice. I realize that what seemed harmless fun to me was actually a danger to my health and the health of others. I sincerely regret my actions that night....
I am writing to request a course overload for 2013-14....
Be Factual
Include factual detail but avoid dramatizing the situation.
In late October I was diagnosed with tonsillitis. I was sick for over a week, and missed most of my mid-term exams.
NOT " In late October after feeling really sick for a few days I finally dragged myself to Student Health...."
Be Specific
If an appeal or request depends on particular facts which the decision maker will want to verify, be specific.
I missed a test January 23, because I flew to Vancouver on January 19 for my grandfather's funeral and returned only January 26. I enclose the airline receipt and can provide further corroboration if that would be helpful.
NOT " I had to attend a funeral out of town so I missed the test on January 23."
Documentation
Include any documentation required by policy or needed to substantiate your claims. If documentation is being sent by a third party, state that with details.
Dr. A., my father's physician, has agreed to write to you about this matter....
Stick to the Point
Don't clutter your letter with information or requests that have no essential connection to the main message.
Do Not Try to Manipulate the Reader
Threatening, cajoling, begging, pleading, flattery and making extravagant promises are manipulative and usually ineffective methods.
If you give me a chance to come back to residence next year, I promise to work really hard, get rich, and donate a million dollars to the University....
How to Talk About Feelings
It is tempting to overstate the case when something is important to us. When feelings are a legitimate part of a message, own the feeling, and state it as a fact.
When I saw my grade, I was very disappointed.
Be Brief
It is more work to write a good short letter than a long one. Busy decision makers appreciate the extra effort.
Avoid Errors
A letter will make a better impression if it is typed; free of spelling and grammar mistakes; free of slang; and placed in the right sized envelope. BUT it is much more important to meet deadlines and state the purpose clearly than to submit a letter which is completely error-free.
Keep Copies
Until a matter is settled, keep copies of all letters sent or received, as well as relevant documents and forms.
Postcard greetings
Way back at the dawn of time—or at least before Facebook—people usually told friends and loved ones of their travels and adventures through postcards. These are usually pictures of scenic vistas or typical scenes of tourist spots. Notes are jotted on the back, they're addressed, and for the price of a stamp, are sent from anywhere, to anywhere. In this day of instant digital photo sharing, sending a postcard is becoming a lost art.