Opening and closing salutation

The opening salutation. Greetings

At this step, we just do like writing any other business mail.

What salutation should we use? To keep greetings simple, here are some suggestions for what you can use in 90% of business situations:

  • Dear Mr./Ms. [Last Name], (formal)
    eg: Dear Ms.Roberts
  • Hello [Team Name], (to groups)
    eg: Hello Marketing Team

    If you´re sending an email to an address that doesn´t have a specific contact name, you can just use "Dear Sir/Madam". Otherwise, you can use the formal "To Whom It May Concern" greeting.

The closing salutation. Finish the email

Enclose or offer additional information for those readers who want detail, or refer them to a Website where more information can be found.

Offer further help if needed.

End the mail with the classics "Regards", "Best" or "Sincerely". Sometimes, you can use the non-traditional like "Look forward to hearing from you", "Hope this helps", "Have a great day" or "Thank you", etc.

And don´t forget to really "end" with your signature.

The subject

When writing an email, it's important to have a strong subject line that gets the recipient's attention. This can encourage them to open the email, create a positive first impression and make it more likely for them to engage with your writing.

Informative email subject lines must be short and descriptive. It is a challenge to be noticed in someone´s inbox, so make sure your business and information emails get straight to the point and highlight important information, without being dramatic or appearing like adverts.

The information included in the subject line of an information email depends on the type of information of the email.. The following are some of the most relevant informative subject lines:

General Informational Email Subject Lines
  • A note to the valued members of the [brand/product/service] community
  • Don't worry, we are here for you.
  • This is how [company] is helping in times of need
  • What are we doing to continue as normal?
  • Looking to the future?
Survey Email Subject Lines
  • Save a [X]% discount on your next purchase by sharing your comments
  • Help us improve [product / service] by answering a simple question
  • One minute of your time is all we need to know your opinion.
  • Tell us what you really think about [product/service]
  • We would love your help! Answer some short questions
  • Your feedback was really appreciated, and here's why
Acquisition Email Subject Lines
  • Thank you for registering on [content]
  • Success! Soon you will receive our news
  • Still interested in hearing from us? This is what we have to offer?
  • A little advice for our active subscribers
  • We saw your post on [social media platform] and want to help
  • Now that we've answered your question on [social media platform], how about signing up?
Customer Recovery Email Subject Lines
  • It's been too long! Shop again with us for [X]% off everything
  • Where have you been? We miss you! Come back to [company] with this great offer
  • Here are [X] reasons why you should keep buying from us
  • Everyone at [company] misses you! These are the [X] main reasons to stay on our mailing list
  • Let us know if you still want to hear from us?
Digest Email Subject Lines

Company name] Update [Month] [Year]

Everything that you might´ve missed [today/this week/this month]

We´ve been busy making some changes?

A summary of [company]´s recent updates

Your [daily/weekly/monthly] [activity] summary

Here´s how you got on [today/this week/this month]

Congratulations! You were in the top [X]% of [activity] for [today/this week/this month]

Want to know how others are getting on?

Product Launching Email Subject lines

Introducing (product name) by (brand name)

We're launching (product name). Your invitation is inside.

Our most exciting announcement yet!

(Product benefit 1, product benefit 2). It's now possible with (product name).

You asked, we listened: say hello to (product name)

Inside: The most important date for your calendar this year.

24 hours left to sign up for (product name) prelaunch

The body of informational letters/emails

General tips for writing better informational emails

Be brief and informative

Informational emails are not called "informational" for no reason. Its main purpose is to inform the recipient of a specific action, and while being creative is always good, you shouldn't allow yourself to be too secretive, unclear, or mysterious at this point.

Be consistent

If there's a pattern you follow in your informational emails, don't change it abruptly. Your audience may be used to seeing certain elements within your emails. In essence, make sure your customers don't confuse your emails with another brand's.

Worry about style

Make sure your email is in the proper format. Your format should speak for itself, be straight to the point and have an appropriate tone.

Useful phrases

Opening statement
  • I am writing in reply to/in response to your email asking for information about?
  • I am writing in reply to your request for information regarding?
  • I am writing to inform you about?
  • In reply to your query?
Additional information
  • I wish to tell you that?
  • I am pleased to inform you that?
  • You might also find it useful to know that?
  • I wish to provide you with?
  • It might be interesting for you to know that?
Closing paragraph
  • I hope that I have been of some assistance to you.
  • I hope you find this useful ?
  • Please inform me if I can be of any further assistance.
  • I hope I have answered some of your questions.
  • Please do not hesitate to contact me if you require/want any further information or assistance.
  • Do not hesitate to contact me should you require further assistance.
  • I look forward to being able to help you again in the future.
 

Esta píldora formativa está extraída del Curso online de Redacción de escritos y correos electrónicos en inglés.

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