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Business Email Downloadable PDF
Business Email Downloadable PDF
To Line
If you can, leave the To line blank until you’ve checked over your message to avoid
inadvertently sending an email before you’ve perfected it.
Subject Line
Include a meaningful subject line. People receive so many emails in a day that they
are likely to ignore emails that have no subject line or have a subject line that is not
compelling. Your subject line should describe what your email is about. Remember,
your email has lots of competition!
If you reply to a message, don’t necessarily just leave the subject line as it appears
after you hit Reply. If your message has information that might be better described by
a different subject line, change the subject line to be more meaningful. If your message
is unrelated to the original email, start a new message all together.
Greeting
Personalize your message to the recipient. Your emails should have greetings that
express the level of formality you should have with the recipient—when in doubt, use a
high level of formality. Begin your emails with “Dear Ms. Gupta,” “Hi, Anjali,” or even
simply “Anjali.”
Signature
Always include a signature that identifies you and includes contact information
such as your phone, fax, and street address. You can use your email software to set
up a signature file that is added to the end of every email. Some email tools allow you
to set up multiple signature files that can be used for different purposes.