How to write a professional email?

Advantages and Disadvantages of Email communication compared with Face-To-Face communication：

Email Communication:

Formal
Can attach files
Useful for co-workers in different districts
Can keep history
May cause Misunderstandings
It may be unsafe as it may send virus or warms
Not easy to recall

F2F communication:

Casual
Instant
Get response in time
Express Emotions exactly

Overview of an Email:
=======================================================
To list:
Enter recipients, separated by semicolons.

Carbon Copy (cc) \ Blind Carbon Copy (bcc)

Subject:
Short, most important words, simple and focused. Indicate if you need a response,

Most of them are Noun.

Body:

Start with a Greeting:

Hi Steve,

I am writing to …..

As mentioned before we need to …..

Polite: mood, tone. Manner of speaking.

Verb tense: Past/Present/Progressive (Continuous)/Future/ tense.

Noun: singular or plural format.

subject + predicate + object

Clauses

Brevity and clarity

The arrangement should be orderly

Double-check.

End with a Closing:

Thanks,

Betty

Signatures: You can set signatures in Outlook Options-->Mail-->Signatures…

=======================================================

Remember: Double-check is pretty essential before you send out an email.

There are 3 main check points:

The manner of Speaking -> Be polite enough.

The tenses of Verbs ->Past tense? Present tense? Future tense? Progressive (Continuous) tense?

The formats of Nouns -> Singular or plural?

Below are some good examples about the expressions in emails.

How to Express Your Gratitude:

Thank you for your understanding.

Thank you for your prompt reply.

Thanks for all your assistance.

It will be much appreciated if ….

I could appreciate it if you ….

How to Express Your Suggestions:

I suggest that..

I would like to …

Shall we …

What do you think about this?

Could/Would you please … (if possible)

Is it ok to mark it pass?

Which one do you prefer?

I wonder whether we can delete this test case.

How to Provide Your Questions:

I have some questions about….

For the assignment ABC, I have the following questions…

Here are some issues for this build…

The current status is as following…

How to Express your Apologies:

I’m really sorry about this.

Sorry for any inconvenience we have brought to you.

I sincerely apologize for this misunderstanding!

I apologize for the late asking but we want to make sure the correctness of our implementation ASAP.

About Attachments:

Please refer to the attached files.

Please check the attached error logs for more.

I enclose the evaluation report for your reference.

Attach is the design document, please review it.

For other known issues please see attached log files.

Some Basic Abbreviations:

CC : Carbon Copy

BCC: Blind Carbon Copy

FYI : For Your Information

ASAP: As Soon As Possible

AFAIK: As Far As I Know

B4: Before

CIL: Comments In Line