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7 Tips on How to Improve Your Email Writing Skills.

Posted on October 28, 2013

Most of us in the business world use emails as the main, and in some cases, the only means of written communication.

For many students studying Business English, practising their email writing skills is an important part of their course.

While most of us are happy to write informal emails to friends that might have grammatical mistakes in them, the same is not true when

writing to colleagues and clients with whom we want to make a good impression. Or where we need to be a bit more careful or more

diplomatic than usual.

So, how can you ensure that your email writing skills are up to standard? Here are some 7general tipsId like to share with you:

1. Subject Line:Always have a subject line that summarises briefly and clearly the contents of the message.

For example Re: Summary of Our Meeting with ABC Suppliers

2. Short and Simple Sentences

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Use short and easy sentences. Long sentences can often be difficult to read and understand. The most common mistake that I see my

students making is to translate directly from their own language.

This can often lead to confusing sentences. I always tell my students to use the KISSTest Keep It Short and Simple

3. Think of who your reader is going to be.

Is it a colleague, a client or your boss? Should the email be informal or formal? Most business emails these days have a neutral tone. Note

the difference between Informal and Formal:

Informal- Thanks for the email of 15 February

Formal Thank you for your email received 15 February

Informal- Sorry, I cant make it.

Formal I am afraid I will not be able to attend

Informal Could you?

Formal I was wondering if you could.?

Some emails to colleagues can be informal if they are friends. This is the style that is closest to speech, so there are often everyday

words and conversational expressions that can be used.

For instance, Dont forget, Catch you later, Cheers.

The reader will also accept bad grammar in informal emails. However, if the email is going to a client or senior colleague, bad grammar

and an over-friendly style will not be acceptable.

4. Be very careful of capital letters, punctuation, spelling and basic grammar.

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While these can be tolerated in informal emails, they are very important in business emails as they are an important part of the image you

create.

Give yourself time to edit what youve written before you push that Send button. In todays busy world, its very easy to send out many

emails without checking them so make a conscious effort to edit.

5. Think about how direct or indirect you want to be

In some cultures it is common practice to be very direct in email correspondence. However, this can cause a problem if youre writing to

someone in another country and in a language that is not yours. They might find your directness rude and sometimes offensive.

Consider these:

Direct I need this in half an hour.

Indirect- Could I have this in half an hour?

Direct There will be a delay.Indirect Im afraid there will be a slight delay.

Direct Its a bad idea

Indirect To be honest, Im not sure it would be a good idea.

By adjusting your tone, you are more likely to get a more positive response from your reader.

6. Be positive!

Look at these words: helpful, good question, agreed, together, useful, Id be delighted, mutual, opportunity.

Now look at these: busy, crisis, failure, forget it, I cant, its impossible, waste, hard

The words you use show your attitude to life so choose your words wisely.

7. Get Feedback

Try and get some feedback on the emails that you write in real life. This could be from your English Teacher or someone you know whose

English is better than yours.

Study the English in the emails you receive. If it is a well-written email, look carefully at some of the language used. Start your own

phrase book and build a bank of phrases from the ones you receive and think would be useful in the future.

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67 THOUGHTS ON 7 TIPS ON HOW TO IMPROVE YOUR EMAIL WRITING SKILLS.

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Ciao for now

Shanthi

Source: Email English by Paul Emmerson, Macmillan Publishers

This entry was posted in Business Eng lish, Learning Tips, Writing Skillsand tagged Business Eng lish, Learning Tips, Writing Skillsby

Shanthi Streat . Bookmark the permalink.

Sa'id Lawal on October 28, 2013 at 6:47 amsaid:

Thanks Shanthi, I always find your blog a very interesting place of learning. Thanks once again.

Reply

Shanthi

on October 28, 2013 at 8:34 amsaid:

Im so glad you do, Said. Thank you for reading. Its really appreciated.

Reply

Alka R aion October 28, 2013 at 7:27 amsaid:

very clear and helpful.

Reply

Shanthi


Im very pleased.

Reply

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Jatinder Pal Singh Khosa on October 28, 2013 at 2:15 pmsaid:

Very helpful in daily Life

Thanks

Reply

jeetsauden yakthumb aon October 28, 2013 at 2:31 pmsaid:

THAKYOU very much for the useful information . But how to use to email I dont no I want to good advise also ?

Reply

Shanthi


There are plenty of resources online to help you.

Reply

daniela on October 28, 2013 at 2:40 pmsaid:

Greta information! Thank you

Reply

Shanthi


Its my pleasure.

Reply

Hermine on October 28, 2013 at 2:46 pmsaid:

Very helpful rules for email writing. Thank you!

Reply

Shanthi


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Its my pleasure.

Reply

Samer on October 28, 2013 at 2:46 pmsaid:

it was helpful , Thank you.

Reply

Shanthi


Really glad.

Reply

Evelyn Becerra on October 28, 2013 at 2:48 pmsaid:

Great tips! Helpful for my writing lessons. Thanks for sharing.

Reply

Shanthi


So glad to be of help. Good luck with the lessons.

Shanthi

Reply

amit kumar on October 28, 2013 at 2:48 pmsaid:

its very good to see such kind of helpful blogs.these are very useful to professsional students and for tier-2 city college

students,who are unaware of these.

Reply

Shanthi


Thank you.

Reply

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Maria Felgueiras on October 28, 2013 at 2:54 pmsaid:

Excellent tips. Thanks a lot. I must say I like your blog a lot. You share very interesting contents about English!

Reply

Shanthi


Im so glad you like it, Maria. Thank you for reading my blog and sharing your comments here.

Shanthi

Reply

Sumangalai on October 28, 2013 at 2:56 pmsaid:

Very clear and useful.

Reply

Shanthi


Thank you.

Reply

Mamun afrad on October 28, 2013 at 3:12 pmsaid:

Very useful thing

Reply

Shanthi


Thank you.

Reply

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Nancy on October 28, 2013 at 3:21 pmsaid:

Very short and usefull. Thank Shanthi

Reply

Shanthi

on October 28, 2013 at 11:47 pmsaid:

Always a pleasure, Nancy.

Reply

abdul basithon October 28, 2013 at 3:47 pmsaid:

thanks alot for such wonderful tips. very useful information..

Reply

Shanthi


Glad I could be of help.

Shanthi

Reply

elena diamanteon October 28, 2013 at 4:25 pmsaid:

Great blog, thanks

Reply

Shanthion October 28, 2013 at 11:47 pmsaid:

Thank you so much.

Shanthi

Reply

Xiliana Rodrguez on October 28, 2013 at 5:23 pmsaid:

Very useful! thank you

Reply

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Shanthi


My pleasure.

Reply

Marita on October 28, 2013 at 6:02 pmsaid:

Very interesting and clear for students!!!!

Reply

Shanthi


Thank you, Marita.

Reply

Sharmin on October 28, 2013 at 6:33 pmsaid:

Thank you so much..ur writing is very helpful for me.

Reply

Shanthi


Its my pleasure.

Shanthi

Reply

Nadeem Ghafoor on October 28, 2013 at 8:22 pmsaid:

Very useful information. Could you please help me out regarding my speaking skills? Actually, I have problem with

pronunciation and accent especially.

Thanks & Regards,

Nadeem

Reply

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and Tools for Educators

Shanthi


Hi Nadeem,

If youd like me to help you, take a look at my online courses and if they seem attractive, drop me a line via my

blog and we can discuss the way forward.

Shanthi

Reply

Junneil Cuizonon October 28, 2013 at 11:23 pmsaid:

Most of your posts are interesting!

How could I share this post in my blog? Is it possible? thanks!

Reply

Shanthi


HI there,

Im really thrilled that you like my posts. Id be honoured if youd share my post. You can do this as a pingback

on WordPress or simply copy and paste the post to a new blog post.

I really like your blog. The pictures are lovely.Shanthi

Reply

Marco Desson October 28, 2013 at 11:50 pmsaid:

I wont leave a comment about your blogI just want to say hello Shanthi! Gooood jobbbb!

Bye beautiful girl!!!

Marco

Reply

Shanthi


Ciao bellissimo,

Grazie. When are you starting yours?

Shanthi

Reply

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Ac hala on October 29, 2013 at 6:06 amsaid:

Thank you very much. It is very important to me.

Reply

Shanthi


Im so pleased to hear that.

Reply

Gyanendra Poudel on October 29, 2013 at 8:28 amsaid:

Extreamly simple and striking

Reply

Shanthi


Glad you like it.

Reply

chant al issautier on October 30, 2013 at 7:05 pmsaid:

just what I needed for my students.Thanks

Reply

Shanthi


Im so glad I can be of use.

Reply

concha ortegaon November 3, 2013 at 6:03 pmsaid:

Thank you very much for your blog. Ive just suscribe to receive the following post

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Concha

Reply

Shanthi

on November 3, 2013 at 6:46 pmsaid:

Thank you very much for subscribing to my blog. I hope you enjoy my past and future posts.

Shanthi

Reply

MNIF Mohamed on November 5, 2013 at 8:52 amsaid:

Thank you very much.

Reply

Shanthi

on November 5, 2013 at 1:29 pmsaid:

My pleasure.

Shanthi

Reply

Henrique on November 8, 2013 at 10:35 amsaid:

My English teacher in Brazil has taught me another meaning for KISS: keep it simple, stupid! Hes vey kind. hehe

Reply

Shanthi

on November 8, 2013 at 10:51 amsaid:

Ha Ha. Yes it does also mean that but I didnt want anyone to misunderstand the point.

Thanks, Henrique.

Reply

Jomel on November 9, 2013 at 10:03 amsaid:

Before, before i click the send bottom to my boss i do make sure that it is look like a true formal.. Now im glad that

you have a blog like that . It will help me alot to improved more my writing skills. Im a begginer in form of learnings in

english langiage esp. Those grammar, new vocabulary etc. Hope you will semd to my email. Those lessons that will

help me alot.. Thank you. Your indeed great in writing.

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Reply

Shanthi


Thank you, Jomel.

Reply

zaza on November 18, 2013 at 10:41 pmsaid:

hi!

these tips are of great help to everybody.

illbe glad to join your blog and follow all your posts;thanks a lot!

Reply

Shanthi


Thank you so much, Zah.

Welcome to English with a Twist.

Shanthi

Reply

salik on November 29, 2013 at 9:21 amsaid:

thnks.

you are great!

Reply

kumudh shekhar on December 1, 2013 at 12:46 amsaid:

Dear Shanti

Ur articles are very interesting n helpful. I am a business lecturer myself. I wish to upgrade myself to being a languageteaher. Wish to take up a course to with a quality institution. Wish u cld suggest any from London. Im a Malaysian. Be

it be online or face to face.

Thanks.

Kumudh

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Reply

Shanthi

on December 2, 2013 at 9:00 amsaid:

I would always recommend International House, London. That is where I took my CELTA and the teaching is

faultless. They also offer online courses.

http://www.ihlondon.com/

Good luck.

Shanthi

Reply

Khalil Al-Seraji on January 17, 2014 at 9:05 pmsaid:

Very helpful for me and that is all i need in my emails . thank you so much

Reply

Shanthi

on January 18, 2014 at 2:48 pmsaid:

Its my pleasure, Khalil. Thank you for reading.

Reply

Psith on April 2, 2 014 at 3:42 amsaid:

Very helpful for me to keep continue English improvement skill and learning more technique.

Reply

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