Business Emails: greetings and closings

How to write

Business Emails

and covering letters

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Inés Montenegro - IES Ricardo Mella

Parts of an email

• Greeting

Who are you writing to?

• Body

What do you want to say?

• Closing

Thank them for their time

• Signature

Greeting

In Spanish, there are many ways to begin a formal email or letter. In English, almost all formal emails and letters begin the same way: Dear [name]… In informal emails, you can write, “Hi [name].” If you do not know the person you are writing to, use their last name If you are writing to someone you have met before, you can usually use their first name

Example 1

Dear Anthony, I hope all is well with you. Please find attached my CV and accompanying letter for the job in the marketing department. As discussed, I would be grateful if you could pass it on to your company’s human resources department. Thanks in advance. Kind regards, Susie

Example 2

Dear Mr. Philips, Thank you for expressing an interest in our company. Unfortunately, we do not have any open positions in the IT department. However, we will be sure to contact you if we have jobs available in the future. Best of luck with all your future endeavors. Regards, Claire Long

Example 3

Hi Sarah, Hope you had a good weekend! I just wanted to remind you about our company meeting on Friday. Could you prepare a short presentation on last month’s sales? Thanks! Jacob

Body

You can begin the body of your email with an introduction:

• My name is Inés Montenegro, and I am a teacher at IES Ricardo Mella.
• I hope you had a good weekend.
• I hope all is well with you.

Then, write the main part of your email.

Example 1

Dear Anthony, I hope all is well with you. Please find attached my CV and accompanying letter for the job in the marketing department. As discussed, I would be grateful if you could pass it on to your company’s human resources department. Thanks in advance. Kind regards, Susie

Example 2

Dear Mr. Philips, Thank you for expressing an interest in our company. Unfortunately, we do not have any open positions in the IT department. However, we will be sure to contact you if we have jobs available in the future. Best of luck with all your future endeavors. Regards, Claire Long

Example 3

Hi Sarah, Hope you had a good weekend! I just wanted to remind you about our company meeting on Friday. Could you prepare a short presentation on last month’s sales? Thanks! Jacob

Closing

Show the person you’re writing to that you care!There are a few ways you can do this:

• Thank you again for your time.
• I hope to see you on Friday.
• Best of luck with your presentation tomorrow.

Example 1

Dear Anthony, I hope all is well with you. Please find attached my CV and accompanying letter for the job in the marketing department. As discussed, I would be grateful if you could pass it on to your company’s human resources department. Thanks in advance. Kind regards, Susie

Example 2

Dear Mr. Philips, Thank you for expressing an interest in our company. Unfortunately, we do not have any open positions in the IT department. However, we will be sure to contact you if we have jobs available in the future. Best of luck with all your future endeavors. Regards, Claire Long

Example 3

Hi Sarah, Hope you had a good weekend! I just wanted to remind you about our company meeting on Friday. Could you prepare a short presentation on last month’s sales? Thanks! Jacob

Signature

In English and Spanish, there are many ways of writing an email signature.

• Very formal:

Sincerely, Yours truly,

• Professional

Best regards, Best,

• More casual

Cheers, Thanks,

Example 1

Dear Anthony, I hope all is well with you. Please find attached my CV and accompanying letter for the job in the marketing department. As discussed, I would be grateful if you could pass it on to your company’s human resources department. Thanks in advance. Kind regards, Susie

Example 2

Dear Mr. Philips, Thank you for expressing an interest in our company. Unfortunately, we do not have any open positions in the IT department. However, we will be sure to contact you if we have jobs available in the future. Best of luck with all your future endeavors. Regards, Claire Long

Example 3

Hi Sarah, Hope you had a good weekend! I just wanted to remind you about our company meeting on Friday. Could you prepare a short presentation on last month’s sales? Thanks! Jacob

Remember

1. If you haven't met the person you are writing to, start with "Dear Mr / Ms + surname" and sign with your name and surname
2. If you have met the person, start with "Dear + first name" and sign with your first name
3. In more informal emails, just say "Hi + first name"
4. If you don't know the name of the person you are writing to, write "To whom it may concern"
5. To say good bye, you can use "Regards / Kind regards" in most business situations

Credits

Most of the text and the examples in this presentation were created by Mr A J Mezzoff when working at IES Ricardo Mella. My gratitude for his work

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