Business Letters Template
Writing e-mails takes time. In fact, a survey by McKinsey Global Institute found that skilled office workers spent an average of 28 percent of their work weeks working on e-mail messages. And that percentage does not take into account any time spent stressing about a difficult message.
As you develop your own style of e-mail writing, it can be helpful to have some basic templates to build upon. A template serves as a pattern or a model for an e-mail. Your e-mail program may have some sample templates you can adapt for your personal use. You may be able to add your signature, your company's logo or other custom illustrations.
Another idea is to comb through your inbox and outbox for trends and similarities among the messages you regularly receive and send. Cut and paste from these messages to create your own e-mail templates.
You can do this by creating a basic format with an introduction (who you are and why you are writing), body (the details of your message) and conclusion (action step and further contact details), with empty slots that can be filled in with specific names and details and any added personal touches you can make. Remember to create a concise subject line to ensure your message is opened.
If you are a real estate agent, and you are sending an update to all your clients, you could add a personal note, such as, "I'll bet you are enjoying your new pool and deck during this heat wave!" or "How are you and your family enjoying spending the holidays in your new house?"
Here are some sample formats for e-mails for other workplace situations you may encounter. Of course, these are templates, and as such, they need to be tweaked for your specific business and your particular situation. Notice that all of them strive to be concise, in an open, readable format and -- most importantly -- "you-focused," rather than "I focused."
Basic follow-up message
Subject Line: Thank you for your ______Dear ______,
Thank you for taking the time to ______ (meet with me, visit our office, talk with me) yesterday. I enjoyed our conversation and the chance to learn _________ (other specific details here).
Please let me know if you need any more information. Thank you again, and I hope to hear from you again in the near future.
Best regards,
Your name
Takeaway tips
- In most cases, you should send this e-mail within 24 hours of the meeting.
- Be specific and personal with details.
- Be brief.
Basic welcome message
Subject Line: Welcome to our team!Dear ______,
Welcome to ______ (your team name)! We are excited to have you join us, and we hope that you will enjoy _______ (working with our company).
Attached is our ______ (newsletter, handbook, catalog, etc.) that features more information about what it means to be a _____ (team member).
Please let me know if you have any questions now, or in the future. I will be happy to help you or put you in touch with the appropriate team member.
Warm regards,
Your name
Takeaway tips:
- Welcome messages should be upbeat and friendly.
- Include helpful links or documents.
- Let recipient know who to contact for more information.
Basic apology message
You missed a meeting. You sent the wrong response. You were late on a deadline. You messed up. Sending an e-mail of apology will go a long way to amending the situation. Use the message to accept responsibility for what has happened and show you value the relationship you have with the recipient.Subject line: My apologies
Dear _____,
I am writing to apologize for __________. I realize that my actions showed poor judgment. As a ______ (your position) within _______(your department). I know that my actions (specify here) reflect broadly on the entire company.
I value my job and my role here, and I am truly sorry for any problems my ______ (error, lack of judgment) may have caused.
I have already ________ (written to the customer, apologized to another party). Please let me know how I can make further amends.
Sincerely,
Your name
Takeaway tips:
- Be as specific as possible. This is not a time to be vague and general.
- Offer an explanation if you can.
- Share whatever steps you have taken.
- Offer to do more if needed.
Basic request message
Dear __________,I am writing to request ___________ (vacation time, letter of recommendation, etc.) for _______ (reason) on __________ (dates, if applicable).
I appreciate your consideration and assistance with this request. Please let me know if you need any other information.
Sincerely,
Your name
Take away tips:
- If you are asking for time off, assure the recipient that your work will be current before you leave.
- Include contact details for a letter of recommendation, including why you need it, where to send it, and when you need it.
- Be brief and courteous.
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