Please note and follow the guidelines below
concerning the writing of company e-mail messages.
Give the message a subject/title. E-mail messages without a subject may
not be opened because of a fear of viruses and especially note that it is
very easy to forget to type this important information.
Keep the subject short and clear but avoid such headings as:
‘Good News’, ‘Hello’, ‘Message from Mary’. These headings are common in
messages containing viruses. Short but specific
headings are needed,
Order No. 2348X
Laboratory Equipment Order
Start the message with a greeting so as to help create a friendly but
business-like tone. The choice of using the other name versus the surname
will depend on who you are writing to. If you have communicated with the
receiver previously and he/she is at a similar level to you, then the use of
the other name would be appropriate. If the receiver is more senior to you,
or if you are in doubt, it would be safer (particularly in the first
communication) to use the person’s surname/family name together with a
e.g. Dear Mr Smithson, Dear Ms Stringer.
It is also becoming quite common to write the greeting without a comma,
e.g. Dear Miss Lawson
e.g. Dear KK
Start with a clear indication of what the message is about in the first
Give full details in the following paragraph(s).
Make sure that the final paragraph indicates what should happen next.
e.g. I will send a messenger to your office on Tuesday morning to collect
the faulty goods.
e.g. Please let me have your order by the beginning of the month.
Any action that you want the reader to do should be
clearly described, using politeness phrases. Subordinates should use
expressions such as 'Could you...' or ' I would be grateful if...'. Superior
staff should also use polite phrases, for example, 'Please...'.
Make sure you refer, in the main message, to any attachments you are
adding and of course make extra sure that you remember to include the attachment(s).
As attachments can transmit viruses, try not to use them, unless you are
sending complicated documents. Copy-and-paste text-only contents into the
body of the e-mail. If you use an attachment, make sure the file name
describes the content, and is not too general; e.g. 'message.doc' is bad,
but 'QA Report
End the message in a polite way. Common endings are:
Yours sincerely, Best regards, Best wishes, Regards,
If you did not put a comma after the greeting at the beginning of the
message, then do not put a comma after the ending either,
e.g. Best wishes
Include your name at the end of the message. It is most annoying to
receive an email which does not include the name of the sender. The problem
is that often the email address of the sender does not indicate exactly who
it is from, e.g. firstname.lastname@example.org
Please follow these guidelines with all e-mail messages that you send.
Human Resources Manager