Communicating Through Email (Page 2 of 7) in pdf

Communicating Through Email Page 2

Start with a formal salutation, using the reader’s

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full title and surname for a formal email,

e.g. Dear Professor Tan, Dear Dr Smith,

Dear Ms Lim. Make sure you know which

part of the name is the surname.

While Chinese names often put the family

name ﬁ rst, in other names this is the last part

of the name.

Limit the content to one screen, if possible.

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Write proper paragraphs and leave spaces

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between paragraphs.

Use subheadings, numbers and bullets,

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if relevant, to make your content easy to understand.

Do not write in upper case letters as this is perceived as rude.

Make sure your tone is courteous. Modal verbs such as would or could sound more

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polite than can or will and questions sound less demanding than direct requests, e.g.

Would it be possible to be excused from Monday’s tutorial? instead of: I am not coming to

class next Monday or Please could you send me the handouts I missed? instead of: Please

send me the handouts. Do not forget to say please and thank you.

Choose an appropriate closing. Formal emails often end with Regards or Best regards

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and not usually with Yours sincerely or Yours faithfully.

Make sure you know which are taboo topics in your context, e.g. money, sex or

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religion. Do not write to a tutor asking to borrow money or inviting him or her to a

religious gathering.

Always re-read and check an email carefully before you click send.

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Communicating Through Email Page 2