Professnational email Essay Example | Topics and Well Written Essays - 500 words

Professnational email - Essay Example The third step involves clearly stating the reason for writing the e-mail. The sender needs to begin by telling their recipient that they are writing for a specific intention such as, â€Å"†¦I am writing to outline my response on†¦Ã¢â‚¬  or even, â€Å"†¦in line with your request, I hereby respond to the allegations†¦Ã¢â‚¬  This step makes it easy for the recipient to understand the reasons for writing the e-mail without reading the entire email. This part also allows the recipient have a clear reference to previous communication with the sender. If the e-mail is a response, the sender needs to begin by thanking the recipient (Chan 22). If not, it is still important that the sender briefly appreciates the chance of writing to the recipient. Proper grammar and punctuation needs to be followed at all times. The sentences in the purpose statement must be short and very precise in their meanings. After the brief purpose statement the sender to give more details o n the contents of the e-mail with an aim to clarify their subject (Chan 63-5). The next step is the closing remarks. This part involves showing gratitude to the recipient (Chan 54). The language should be very courteous and polite. A good example is, â€Å"†¦I value your patience and hope that you will consider my remarks†¦Ã¢â‚¬  The last step is the closing section. In this section, the sender should include a suitable closing. Appropriate closing remarks for professional e-mails include â€Å"Best Regards†, â€Å"Thank you†, and â€Å"Yours sincerely†, amongst others since they are appropriate for professional e-mails (Chan 54). The sender should then include their name and signature. The signature proves the authenticity of the e-mail and should come before the sender’s name. After the writing the e-mail, it is of great essence that the sender proofreads their email to check for grammar and spelling mistakes. The sender should then read the e-mail one more time to countercheck on the structure and flow