1. Effective Ways
for Formal Email Writing

2. Agenda
1. Basic etiquette
2. Structure, layout and style
3. Sample e-mails
4. Proofreading

3. 1. Basic etiquette
• Use normal font
• Do not write only in CAPITALS and
bold
• Avoid too many fancy details:
underline and italics
• Try not to use abbreviations:
LOL, OMG, ASS (big NO)
• Take care with emoticons: *^^* 

4. 2. Structure, layout and style
Subject: Use a meaningful key word
Salutations
• Dear Sir or Madam
• Dear John
Opening: State the purpose
• I am writing to ask about…
• I am interested in learning more about…

5. 2. Structure, layout and style
Closing: Talk about future actions
• Please contact me again if I can be of any assistance.
• I look forward to hearing from you soon.
Attachment
• Please find attached the …. you requested.
• Sorry, I forgot to attach the file(on my previous e-mail).
Signature
•Yours faithfully,
• Sincerely yours,

6. 3. Sample e-mails: Asking about assignment
Subject: Question from Dina Ardian
Dear Mr. Smith,
I have a question about the project you assigned today
during Chemistry II. The handout says that we need to find
five academic journals to use as sources. Do those journals
need to be in print, or will online journals also count?
Any guidance you can give me will be greatly appreciated.
Thank you,
Dina Ardian

7. 3. Sample e-mails: Submitting assignment
Subject: English Essay from Astrid Jackson
Dear Mr. Johnson,
Please find attached my essay on A Tale of Two Cities,
which is due by the end of the day today. Thank you for
allowing me to email it to you instead of turning it in during
class.
I’ve been out sick but wanted to make sure I got this to you
on time since I know it’s such a big part of our grade. I really
appreciate it.
Sincerely,
Astrid Jackson

8. 3. Sample e-mails: Saying no politely
Subject: New project
Dear Dian Wasesa,
Thank you for considering me for the new project.
Unfortunately, my current workload is too high for me to
start another project.
Again, thank you for your consideration and I hope I will be
able to work with you on another occasion.
Best regards,
Anna Mahesthi

9. 3. Sample e-mails: Meeting notice
Dear all,
The next Marketing Meeting will be held in the Conference Room at
1300 hours on Monday, 16 November.
Follow-up items from our last meeting are:
- New Brochure (Anton Suhartono)
- Annual Dinner with Customers (Ria Kemala)
If you wish to add any further items to the agenda, please let me know
before 8 November.
Yours sincerely,
Tania Yunas

10. 3. Sample e-mails: Out of the office notice
Subject: Out of the office: July 6 - 12
Dear Sam,
I hope everything is well with you. I’m writing to let you know that I’ll be
out of town on a vacation from July 6 thru 12.
Jennifer will sit in for me while I’m away. You can find her e-mail
address on the CC line.
If you need to contact me directly, please call me on my cell at (000)
XXX – XXXX.
Regards,
Rony Stone

11. 3. Sample e-mails: Congratulations
Subject: Congratulations
Dear Rick,
Congratulations on your promotion! It is a great
accomplishment and I’m sure your team will totally benefit
from your expertise.
Congratulations again and let me treat you to lunch or
dinner sometime!
Take care,
Santiago

12. 3. Sample e-mails: Setting up a meeting
Subject: Meeting
Harry,
Ken told me that you wanted to set up a 1 hour meeting
with me. Would this Thursday (26th) work for you?
If so, please let me know what time would be convenient for
you. I would personally prefer to have the meeting in the
morning, but my schedule is quite flexible in the afternoon
on that day, too.
Hope to hear from you soon,
Shinta

13. 4. Proofreading
Accuracy
• Capitalization
mr yang’s visit  Mr. Yang’s visit
• Punctuation
Before going to the airport I will stop by the office.
Before going to the airport, I will stop by the office.
• Spelling: Spell names correctly!