Writing Effective E-mails for

Professional Needs
Let us begin!
 Dos and don'ts of email etiquette at a glance

Do have a clear subject line.

Do use a professional salutation. (Hello Mr./Ms./ Mrs. Or Dear Sir/Madam)
Don't use unnecessary humors.
Do proofread your message before hitting the send button
Don't assume the recipient knows what you are talking about, give a background information before stating
the main points.
Do reply to the emails unless it is from a no-reply address and doubtful sources.
Don't forget your signature.
Do not send any attachment without proper message on the email’s body.
Do keep the tone of your email professional and polite.
 Emails are part of our lives!

• Emails and letters have always been so powerful that we cannot go on without
these two – there’s no denying!
• Think about a situation where you have been accepted for a job or a
scholarship over the telephone but you can only be 100% sure of it when you
receive a written confirmation!
• Just like the mentioned fact, no matter what type of Engineer you become
(Geotechnical/Construction/Structural/Hydraulic/Environmental), you will always
have to compose emails no matter what!
 Six steps to follow while writing
formal and professional emails

1. Include a clear, direct subject line

2. Consider your audience
3. Keep it concise and respectful
4. Use proper etiquette
5. Proofread your e-mail
6. Remember to respond when you receive a reply
Format
of a
formal
email
written
in an
academic
context
Let us look at some samples of
emails in professional context
 Email to a group - sample

Subject Line: Marketing Meeting Canceled

Dear team members,
The marketing strategy meeting scheduled for this afternoon has been canceled.
I apologize for the late notice, but I know everyone will welcome the extra time back in their day. We
will reconvene at our regularly scheduled time next Wednesday.
Thank you.
Best Regards,
SM Tanvir Ahmed
Senior Marketing Manager.

Contact: +880165………..
 Reply email – an example

Subject: Samples attached

Dear Mr. Ahsan,
Thank you for your interest in my work. I have attached five samples of my original designs to this email as
requested. The sixth attachment is a list of designs where I collaborated with other structural designers including
the location (http://ddclbd.com/) of the designs on the Internet.
I will be pleased to participate in the forthcoming project and also introduce my services to your team.
If you require any further information, please let me know. Thank you.
Regards,
Faisal Azim Sifat
Structural Designer Engineer
Development Design Consultancy Limited (DDCL)
Mobile: +88018…………….
Most commonly used emails in
job sectors are,
• Inquiry

• Complaint

• Apology
Subject line: Inquiring about the bitumen.

Dear Mr. Karim,

I am writing to inquire about the availability and the price of oxidized bitumen from your company’s website (
www.petrola.com.bd). Upon noticing the product on the site, I showed it to our CEO, and he took an interest in
placing an order. I phoned your company to ask for more details; however, I was told to send an email requesting
information directly from you.

We require 200 metric tons of bitumen in new steel drums within the first week of August, 2021 as we have a Email of
project which will be started from the third week of August. Please let us know about the prices, discounts and Inquiry
availability of the required products as soon as possible. It would be helpful if you could tell us about the suitable
mode of payment as well.

I look forward to hearing from you soon. Thank you.

Best Regards,

Ejaj Khandakar Easa

Project Manager
Pubail Construction Co. Limited.
Mobile: +88018…………..
Subject line: Complaint about the defective pipes.
Dear Mr. Ahmed,
I, on behalf of Innovate Engineering and Development, am writing to complain about the faulty
products that I have received from your company on January 4, 2021.
Our company ordered 300 S.S Square Pipe Grade-304 from your organization on 26 th of December,
2020 which arrived on January 1, 2021. However, after checking the products thoroughly, I noticed that
60 pipes were totally damaged and 40 pipes had stress corrosion cracking. Immediately, I phoned your
company to address the issue. One of your employees responded and told me that he would resolve this
problem. However, I am disappointed to say that I have received no communication since then. We Email
require all 300 products functioning perfectly as they are mandatory for our upcoming project.
of
Therefore, I expect to receive a replacement of all the damaged products within three days. If no proper complaint
action is taken with the mentioned time, we will have to cancel this year’s contract without penalty (as
per Sect. 4d of the agreement).
Thanks and Regards,

Himel Sarker
Deputy Manager (Maintenance)
Innovate Engineering and Development.
Mobile: +88017…………..
Subject line: Apologizing for the delayed submission of the project report.

Dear Sir,

On behalf of “MAX Infrastructure Ltd.”, I extend our sincerest apologies for the delayed submission of our
project report to the committee members of the Neways International Company Limited. I understand our team
left some unprofessional remarks for not being able to submit the report within the deadline and we are very
sorry about this matter.

The reason for which we could not present the report on time is, three of my diligent executive engineers had a
road accident just a month before the final survey. The engineers were on their way to the selected venue and Email of
right before the arrival, their minibus faced a rear-end collision. Two of them had head injuries and the other
faced knee injury as his knees struck the dashboard. They were rushed to the nearby hospital but it took them apology
almost three weeks to recover from the contusions. However, they joined the team as soon as they recovered but
20% of our work was yet to be finished. As a supervisor of this project, I made a mistake for not letting you
know about this sooner and I deeply regret the decision. Please accept my apology and give us one more week to
complete the report with all required documents.

Should you require any further information, please do not hesitate to contact me. Thank you.

Sincerely,

Sheikh Jawad Hasan

Deputy Manager (Maintenance)
MAX Infrastructure Ltd.
Mobile: +88016…………..
References

• https://www.indeed.com/career-advice/career-development/using-thanks-and-regards-in-email-and
-letters#:~:text=Closings%20like%20%E2%80%9Ctake%20care%E2%80%9D%20or,you%E2%8
0%9D%20are%20your%20best%20options
.
• https://www.inc.com/business-insider/email-etiquette-rules.html
• https://www.sagepeople.com/about-us/news-hub/hr-guide-email-etiquette/