Part One How to Start Your Email

Email Greetings

Dear - formal

Hello/Hi + name

Hi/Hey, or no greeting

Part Two Explaining Why You're Writing

Opening Sentences, short phrases:

• I'm writing regarding
• I wanted to follow up on
• I would like to ask about
• eg.I'm writing regarding the issues we've been having with our database system.
• eg.I wanted to follow up on our meeting last week and confirm our plans for this month.
• eg.I would like to ask about the new budget and whether this will affect our department.
• 
  

Informal opening sentence

• Do you know when the database issues will be fixed?
• Let's confirm our plans for this month.
• How will the new budget affect our department?

情境Writing to find a solution to a problem

opening sentences

formal phrases:

I'm concerned about...

I need to bring something to your attention:..

eg.I'm concerned about the number of sick days staff have been taking recently.

eg.I need to bring something to your attention:using outdated software puts us at risk of malware infections and data loss.

Part Three Adding Details To your Email (a new paragraph) 2- 3 sentence

Explaining Why You're Writing

Adding Details To Your Email

Adding details

I'm writing regarding the issues we've been having with our database system.

Both clients and staffs have been experiencing severe problems for several days now. We are unable to update records or access information on customer interactions. This is costing us large amounts of money, both in time spent trying to fix the problem, and in lost sales.

Change topic

• There's one more thing I'd like to discuss with you.It seems like the number of customer complains has been increasing for three months...
• Regarding...
• I'd also like to ask you about

Part Four Adding a call to Action to Your Email(new paragraph)

• Please ...by tomorrow at the latest.
• As a matter of urgency, you need to..
• eg.Please arrange a meeting of all department heads by tomorrow at the latest.
• eg.As a matter of urgency, you need to contact all the clients who may have been affected by this data breach.

NOT urgent

• Could you please talk to Matt in the HR department and clarify our options on this?
• I would like you to design a poster to inform staff about the new policies.

Less direct:

• I suggest that you contact all clients who may have been affected by the data breach.
• Can I ask you to design a poster to inform staff about the new policies?

don't need a response from the other person

• This is just to keep you updated.
• This doesn't require any immediate response, but please keep an eye on the situation.

Part Five Adding a sign-off to your email

• Regards,
• Best wishes,
• Kind Regards,
• Your Sincerely,(very formal)
•