Email Writing

1. Salutation
2. Opening Lines
3. Body
a. Introduction
b. Reason for your mail/problem statement/situation
c. Explanation/ scenario
d. Details about the product or information
e. Details about Attachment
4. Offering help
5. Closing lines
6. Sign off

1. Salutation
Formal: use a colon for formal emails in salutation
a. To whom it may concern:
Use “To whom it may concern:” in the following situations,
i. When the recipient is unknown.
ii. When you address a company or organization with a
general inquiry or request
iii. When writing a reference email or recommendation email
iv. When addressing a complaint to a company
v. When introducing yourself or your business to another
company
vi. If you don’t have the hiring manager’s name
b. Dear Mr. Smith:
c. Dear Prof. Jones:
d. Dear sir or madam:
e. Dear Hiring Manager:
f. Dear Operation Team:
Informal: use comma separated salutations
a. Hi, Raju,
b. Hey, Raju,
c. Hello Raju,
d. Dear Raju,

2. Opening Lines
Formal:
 a. “Regarding our upcoming project; I wish to update you on…”
b. “Following our recent conversation; here is the information you
requested…”
c. “As agreed in our previous discussion; I am sending over the
details of…”
d. “Following up on our recent meeting; I have compiled the report
on…”
e. “In response to your request; here are my recommendations
for…”
f. “I would like to draw your attention to the recent developments
in…”
g. “I am writing to apologize for the loss of a book that I borrowed
from your library.”
h. “We apologize for the confusion; the previous email was sent in
error”
i. “The objective of my writing today is to bring up an issue
regarding.”
j. “Thank you for the quick response.”
k. “Thank you for getting in touch with...”
l. “As per our telephone conversation…”
m. “Thank you for your interest in [product/service/event]. I wanted
to provide you with more details about…”
n. “It’s a pleasure to connect with you regarding…”
o. “I am writing to inform you that …”
p. “I am writing to inquire on/about “X.”
q. “I am reaching out to you regarding//about “X.”
r. “I am writing to discuss.”
s. “I wanted to touch base with you on/regarding “X.”
t. “I am writing to introduce myself and our company.”
u. “I am writing to introduce “X” [name/product/company etc.”]
Informal:
a. I hope you are doing good
b. I hope you’re having a great day.
c. It’s so good to hear from you.
d. Thank you for reaching out to me
e. I hope your week has been great
f. It’s been a while, my friend!
g. Thank you for getting/keeping in touch with
h. I hope you had a good weekend.
i. I hope you had a great trip.
 j. I hope you had a nice break.
k. I hope you are well.
l. I hope all is well.
m. Hope you’re enjoying your holiday.
n. I hope you enjoyed the event.
o. It was great to see you on Thursday.
p. It was a pleasure to meet you yesterday.
q. Sorry for my late reply.
r. Sorry that it took me so long to get back to you.
s. I apologize for the late response.
t. Sorry, it’s been so long since my last email.
u. I was sorry to hear about…

3. Body
Formal:
a. If connecting to an unknown introduce yourself, what you are
doing, and the problem/statement
“My name is Peter Fernandez, and I am an engineering student at
Harvard University. I borrowed a textbook from your library two
days ago, but unfortunately, I have misplaced it.”
b. Explain the reason/situation in detail
c. Requests and inquiries
I. Could you please…?
II. Could you possibly tell me…?
III. Can you please fill out this form?
IV. I’d appreciate it if you could…
V. I’d be very grateful if you could…
VI. It would be very helpful if you could send us/me…
VII. I was wondering if you could/if you would be able to…
VIII. If possible, I’d like to know (more) about…
IX. Please find my two main questions below.
d. Asking for clarifications
I. I didn’t/don’t fully understand [something]. Could you
please explain that again?
II. I didn’t quite get your point about [something]. Could you
be more specific?
III. Could you repeat what you said about…?
IV. Could you give us some more details on…?
 V. If you could please shed some light on this topic, I would
really appreciate it.
VI. Could you please clarify [something]?
VII. Could you please clarify when you would like us to finish
this?
VIII. When exactly are you expecting to have this feature?
IX. Here are the details on…
X. Could you please clarify what you would like us to do
about…?
XI. If I understood you correctly, you would like me to…
XII. What exactly do you mean by [something]?
XIII. Could you explain what you mean by [something]?
XIV. In other words, would you like us to…
e. Giving bad news
I. Unfortunately, …
II. Unfortunately, we cannot/we are unable to …
III. I’m afraid it will not be possible to…
IV. Unfortunately, I have to tell you that…
V. I’m afraid that we can’t…
VI. We regret to inform you that…
VII. I regret to inform you that (due to…) …
VIII. After careful consideration, we have decided (not) to …
IX. Due to [reason], it won’t be possible to…
X. It’s against company policy to…
XI. I tried my best, but…
XII. Despite my best efforts, …
XIII. I can’t see how…
XIV. I’m sorry but it’s out of my hands.
XV. I’m afraid I won’t be able to…
XVI. I’m sorry to tell you that…
f. Scheduling
I. I’d like to schedule a meeting on [day] if you are
available/free then.
II. I am available on [day], if that’s convenient for you.
III. Would you be available on [day]? If so, I’ll send you an
invite shortly.
IV. Can you make it on [day]? If so, I’ll book accordingly.
V. I’m afraid I can’t make it on [day]. How about…?
 VI. (Due to…) I’m afraid we need to
reschedule/delay/postpone/put back/cancel/call
off/move/rearrange our meeting.
VII. We are sorry to inform you that the interview/meeting
scheduled for [day] will have to be rescheduled.
g. Attachment and information/note
I. Please find the attachment for the document/for your
reference.
II. I am enclosing the requested [file].
III. Please see the information below for more details about…
IV. Here’s the document that you asked for,
V. I’ve attached [file] for your review.
VI. I’m sending you [file] as a pdf file.
VII. The attached file contains…
VIII. Could you please sign the attached form and send it back to
us by [date]?
IX. Here’s the [document] we discussed.
X. [file] is attached.
XI. Please take a look at the attached file.
XII. Take a look at the [file] I’ve attached to this email.
XIII. Here I’ve attached [file] for your reference.
XIV. More information is available at www.talaera.com.
XV. Please note that…
Informal:
a. Reasons
i. I am writing to you about our last meeting/your
presentation yesterday/our next event.
ii. I am writing to ask/enquire/let you
know/confirm/check/invite you to/to update you on/ask
for a favor…
b. Requests and inquiries
i. Could you please…?
ii. Could you possibly tell me…?
iii. Can you please fill out this form?
iv. I’d appreciate it if you could…
v. I’d be very grateful if you could…
vi. It would be very helpful if you could send us/me…
vii. I was wondering if you could/if you would be able to…
viii. If possible, I’d like to know (more) about…
ix. Please find my two main questions below.
c. Asking for clarifications
i. I didn’t/don’t fully understand [something]. Could you
please explain that again?
ii. I didn’t quite get your point about [something]. Could
you be more specific?
iii. Could you repeat what you said about…?
iv. Could you give us some more details on…?
v. If you could please shed some light on this topic, I would
really appreciate it.
vi. Could you please clarify [something]?
vii. Could you please clarify when you would like us to finish
this?
viii. When exactly are you expecting to have this feature?
ix. Here are the details on…
x. Could you please clarify what you would like us to do
about…?
xi. If I understood you correctly, you would like me to…
xii. What exactly do you mean by [something]?
xiii. Could you explain what you mean by [something]?
xiv. In other words, would you like us to…
d. Giving bad news
i. Unfortunately, …
ii. Unfortunately, we cannot/we are unable to …
iii. I’m afraid it will not be possible to…
iv. Unfortunately, I have to tell you that…
v. I’m afraid that we can’t…
vi. We regret to inform you that…
vii. I regret to inform you that (due to…) …
viii. After careful consideration, we have decided (not) to …
ix. Due to [reason], it won’t be possible to…
x. It’s against company policy to…
xi. I tried my best, but…
xii. Despite my best efforts, …
xiii. I can’t see how…
xiv. I’m sorry but it’s out of my hands.
xv. I’m afraid I won’t be able to…
xvi. I’m sorry to tell you that…
e. Scheduling
i. I’d like to schedule a meeting on [day] if you are
available/free then.
 ii. I am available on [day], if that’s convenient for you.
iii. Would you be available on [day]? If so, I’ll send you an
invite shortly.
iv. Can you make it on [day]? If so, I’ll book accordingly.
v. I’m afraid I can’t make it on [day]. How about…?
vi. (Due to…) I’m afraid we need to
reschedule/delay/postpone/put back/cancel/call
off/move/rearrange our meeting.
vii. We are sorry to inform you that the interview/meeting
scheduled for [day] will have to be rescheduled.
f. Attachment and information/note
i. Please find the attachment for the document/for your
reference.
ii. I am enclosing the requested [file].
iii. Please see the information below for more details
about…
iv. Here’s the document that you asked for,
v. I’ve attached [file] for your review.
vi. I’m sending you [file] as a pdf file.
vii. The attached file contains…
viii. Could you please sign the attached form and send it back
to us by [date]?
ix. Here’s the [document] we discussed.
x. [file] is attached.
xi. Please take a look at the attached file.
xii. Take a look at the [file] I’ve attached to this email.
xiii. Here I’ve attached [file] for your reference.
xiv. More information is available at www.talaera.com.
xv. Please note that…

4. Offering Help
Formal
a. If you require any further information, kindly let me know.
b. Kindly Let me know if you need anything else
c. If you need any further information, please do not hesitate to
contact me.
d. Please contact me if there are any problems.
e. Please let me know if you have any questions
f. If I can be of assistance, please do not hesitate to contact me.
 g. If we can be of any further assistance, please let us know.
h. Let me know if you need any help.
i. For further details…
j. If you have any (more) questions (about)…
k. If you need more information/more info/further information,
l. … please do not hesitate to contact me.

Informal:
a. Please feel free to contact me if you need any help/advice
b. I hope the above is useful to you.
c. Let me know if you need anything else
d. In the meantime, if you need any more information,
e. … please feel free to contact me/to get in touch.
f. … please let me know.
g. … drop me an email/drop me a line.
h. Drop me a line if I can do anything else for you.

5. Closing Line
Formal:
a. Please keep me informed/posted/updated/in the loop.
b. Thanks for keeping me in the loop.
c. Thank you for letting me know.
d. Looking forward to hearing from you soon.
e. I look forward to hearing from you soon.
f. Please let me know if this works/if you are available/if that sounds
good/if you can/if you can help/if you need to reschedule…
g. I look forward to seeing/meeting you.
h. Thank you for your understanding/for your patience.
i. Thanks again for your understanding/for your patience.
j. Once again, please accept our apologies for any inconvenience
caused/for the inconvenience caused/for the delay/for the
misunderstanding.
k. Please accept our apologies for any inconvenience caused.

Informal:
a. I hope this is okay with you.
b. I hope you find this helpful.
c. I hope it’s clearer now.
d. I hope that answers all your questions.
 e. I hope we can find a solution soon.
f. I hope you can understand.
g. Sorry, I couldn’t be of more help.

6. Sign off
Formal:
a. Sincerely
b. Yours sincerely
c. Yours respectfully
d. Best regards
e. Kind regards

Informal:
a. Best regards,
b. All the best,
c. Best wishes,
d. Cheers,
e. Have a great weekend!
f. Have a wonderful day!

Offering services letter template

My name is [your name], and I am a [your title] with [your company]. I am

contacting you today to discuss [the problem you are solving for the company].
At [your company], we [display of experience], and I would love the
opportunity to show you how we can help your business grow by [brief pitch
for your product or service].
Apologize Letter for the loss of the library book

To whom it may concern:

I am writing to apologize for the loss of a book that I borrowed from your
library. My name is Peter Fernandez, and I am an engineering student at
Harvard University. I borrowed a textbook from your library two days ago, but
unfortunately, I have misplaced it.

I suspect that I may have lost the book yesterday while traveling. It was raining,
and I ran late for my Mathematics class with Professor John Wo. While
boarding the train, a sudden rush of passengers collided with my bag,
containing textbooks and notes, to drop. Upon reaching the university, I
discovered a book was missing from my bag. In the evening, I contacted the
railway department to inquire about the book, but unfortunately, they were
not able to find it.

The book is "Rich Dad Poor Dad" by Robert Kiyosaki, a hardbound book
published by the university, costing approximately 20 Dollars. I want to express
my sincere apologies and am willing to cover the cost of the book.

Thank you for understanding.

Sincerely,
Peter Fernandez