Page 11 - English for Economic Development

3. The organization of an email

There are four organizations in composing an email.
Subject line : Tell the recipient what the email is about. Give a short phrase (5-10
words), which represents the content or topic of the email.

Salutation : Start the email with a greeting or salutation.

Body : State your purposes in writing the email. You should start writing the
email with a sentence that clearly explains why you are writing the
email. Convey the main information regarding your purposes in
writing the email. A good email should be written using simple, clear,
and direct language.

Closing : State the action that the recipient has to do. Close your email by
showing your trustworthiness, for example: sincerely, regards, thank
you.
Example :

Subject line

Salutation Dear Ms. Cole:

Thank you for purchasing your computer equipment at Diskquick Services earlier this year. My
associates and I at Diskquick would be pleased to provide any services we can to your company or act
as a sounding board on your hardware and software needs. We do business with many professional
Body services in the Latin area and are familiar with the challenges of operating a company such as yours.

To familiarize you with Diskquick, I enclose a copy of our latest product listings. Please feel free to call
me or any of my associates on the enclosed list at any time. I will call you within the next few days to
introduce myself over the phone.

I look forward to meeting you.
Closing
Sincerely,
Alan Macalester

Vice President

Seglin, Jeffry L & Coleman, Edward. (2012). The AMA Handbook of Business Letters 4th ed. New York: AMACOM

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