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Learn common uses of businesses emails, and their generally accepted tone, structure and format.
When to Use
When creating proper email communications.
Typical purposes for business emails, which may be less formal, shorter or more urgent than letters, are:
- Inquiries or requests
- Thanks or follow-up
- Sales or prospecting
- Customer engagement
Tone is sometimes more casual than a business letter, if recipient is an email contact.
- Use company email program/interface
- To: is for the email address(es) of the recipient(s); Cc: stands for Carbon copy; Bcc: stands for Blind carbon copy
- Cc: is copied by request or identified otherwise in transaction; Bcc: is ‘behind the scenes’ (use with care or as directed or according to policy)
- Use any company standards for fonts, signatures, etc
- Important information or any specific actions suggested or required should be prominent –ideally, referred to in subject line
- Subject lines should be as short and clear as possible, compelling quick reading or action as needed
- Start your greeting in the top of the box/email field.
- Use a comma after (Dear ____ , or Hello ____ , are suitable) then press enter twice.
- Type single spaced, left margin aligned.
- Skip a space between paragraphs.
- Close, hit enter twice.
- The name, title and contact information of sender follow.
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