Formal Email and Business Writing Structures
Formal Email Writing
Addressing the Recipient
- To: [Recipient’s Email Address]
- From: [Your Email Address]
- Subject: [Clear and Concise Subject Line]
Dear Sir/Madam, or Dear Mr./Ms. [Last Name],
Common Phrases
Opening
- I am writing this email to complain about…
- I am writing in reply to your letter of June 21st…
- I am writing to request further information about…
Requests
- I would be grateful if you could…
- I am interested in receiving…
- I would appreciate it if you could send…
Closing
- Thank you for considering my request.
- If you require any further information, feel free to contact me.
- Looking forward to seeing you soon.
Sign-off
Kind regards,
[Your Name]
Example of Internal Email Communication
To: georg.schwarz@prestomeals.de
From: john.simpson@prestomeals.com
Subject: RE: Suggestion
Dear Georg,
As you requested my opinion, I would like to offer my perspective on your idea. While I appreciate your suggestion, I’m afraid I don’t quite agree with it. In my experience, pasta carbonara is generally more well-liked by people.
Please let me know what you think of my ideas.
Common Objective
We are both keen on making this a success for the company.
Closing Sentence
If you have any questions, please let me know.
Best regards,
John Simpson
Marketing Manager
Presto Meals
Report Writing Structure
(Approximately 250 words, excluding the title)
Title
Example: Report Regarding Last Year’s Festival
(The word “Report” should always be included)
Introduction
- State the purpose of the report.
- Example: “The aim of this report is to inform [Recipient] about [Subject].”
- Example: “The purpose of this proposal is to…”
Background
- Describe the current situation.
- What are you reporting on?
- The Introduction and Background can be combined into a single paragraph titled “Introduction/Background.”
- Use linking words to connect ideas.
Findings
Detail the events, data, or results. For example, the number of people who bought the product or attended the event.
Conclusions
Summarize the findings and offer an interpretation. For example, “Since it was so successful, I recommend we repeat it next year…”
Recommendation(s)
Provide specific suggestions for improvement or future action. Include a timeframe. For example, “People had to queue for over 30 minutes to use the restroom. I suggest that for the next event, we rent more portable toilets to avoid long queues. By November 30th, we should start this project to…”
Proposal Writing Structure
(Approximately 250 words, excluding the title. Indicate the word count at the end.)
Title
Example: Proposal for Introducing Mugs to HU
(The title should clearly describe the proposal and begin with “Proposal for/to…”)
Introduction
Begin with “The aim of this proposal is…”
Example: “The aim of this proposal is to suggest the introduction of more bins, as the current number is insufficient, leading to excessive rubbish and an unhygienic environment.”
Body Paragraphs
(Around 3 paragraphs with customizable titles)
Current Situation
Describe the existing problem or opportunity.
Possible Solutions
Propose solutions, such as acquiring more bins, hiring additional staff, or increasing the budget.
[Custom Title]
You can choose a title relevant to your proposal.
Conclusion/Recommendation
Summarize the proposal and provide a specific recommendation with a timeframe. For example, “I suggest we introduce this product in the market before the 26th of November.”