You don’t need to be a salesman or guides to write a giving information email frequently. This type of email will confuse so many people because there are too many cases and it seems like doesn’t have any format at all. Let us tell you how to write an email to inform something in this simple guideline.
What is a giving information email?
The name already tells it all. Writing an informing email is necessary when you have to give someone information about something. In the business world, communicating and introducing are very important so knowing how to write one will help you a lot at work.
It doesn’t matter which position or department you are in at your company, you might find situations requiring you to write this type of mail. Therefore, the recipients could be anyone including:
- Your customer: to give information about your product/service, keep customers up to date on progress, etc.
- Your business partner: to introduce a product or service
- Your boss/colleague
- Your employee: to announce an employee’s achievement, announce an office or store closing to employees, announce the company’s new policy, introduce a new employee, etc
Your recipients could have requested the information or not. It doesn’t matter too much when we are writing.
Types of information we might need to inform
- About a service or product
Ex: your company has launched a new line of product and you want to send email to introduce and market it to your regular customer who may be interested
- About a new policy/notice/announcement/change in the business
Ex: your company has decided to change a little bit about the packing of your product, you need to tell your clients and partners about this change
- About a new policy/notice/announcement/change in the company
Ex: you bought a new photocopy machine for the office and need to write an email to instruct your employees how to use it
Format of a giving information email
1. Greetings
At this step, we just do like writing any other business mail.
What salutation should we use? To keep greetings simple, here are some suggestions for what you can use in 90% of business situations:
– Hi [First Name], (informal)
Ex: Hi Jayden
– Dear Mr./Ms. [Last Name], (formal)
Ex: Dear Ms.Fan
– Hello [Team Name], (to groups)
Ex: Hello Marketing Team
If you’re sending an email to an address that doesn’t have a specific contact name, you can just use “Dear Sir/Madam”. Otherwise, you can use the formal “To Whom It May Concern” greeting.
2. Starting
- Introduce yourself:
You can’t be a stranger from anywhere then one day appear in someone’s inbox to send them tons of words. If your recipients didn’t ask for information, this line definitely must appear. However, even if they did, you still need to introduce a bit. They may not know your email address or may not remember having asked you.
State your name and give them some clues to figure out who you are. Write it in a couple of lines. They don’t need to hear your life story.
Ex:
Hello Captain America,
My name is Tony Stark. We met at the Business Conference in Ho Chi Minh City last weekend and discussed ways my company could help you preventing evils from taking over the world.
- Explain why you are writing this: State your purpose for writing is providing information
- If they requested you the information:
Ex: I am writing in reply to your request for information regarding our company’s new tour from Hanoi to Singapore.
- If they didn’t request you the information:
Ex: I am writing to provide our regular customers about the new product which you may be interested in – Garnier SkinActive Micellar Foaming Face Wash.
3. Giving the information
This is the most important and the longest part for sure. Here you can write whatever you or your reader want about the matter (if they are the ones who asked for it).
- Give them 100% EXACT information
- Omit needless detail. Tell the readers only what they need to know. Give just the important facts, not the whole background or history.
4. Finish the email
- Enclose or offer additional information for those readers who want detail, or refer them to a Website where more information can be found.
- Offer further help if needed.
End the mail with the classics “Regards”, “Best” or “Sincerely”. Sometimes, you can use the non-traditional like “Look forward to hearing from you”, “Hope this helps”, “Have a great day” or “Thank you”, etc.
And don’t forget to really “end” with your signature.
These Words & phrases will help you a lot while writing a giving information email
Opening statement:
- I am writing in reply to/in response to your email asking for information about…
- I am writing in reply to your request for information regarding…
- I am writing to inform you about…
- In reply to your query…
Additional information:
- I wish to tell you that…
- I am pleased to inform you that…
- You might also find it useful to know that…
- I wish to provide you with…
- It might be interesting for you to know that…
Closing paragraph:
- I hope that I have been of some assistance to you.
- I hope you find this useful …
- Please inform me if I can be of any further assistance.
- I hope I have answered some of your questions.
- Please do not hesitate to contact me if you require/want any further information or assistance.
- Do not hesitate to contact me should you require further assistance.
- I look forward to being able to help you again in the future.
Examples of emails informing something
Dear John,
I am a member of eJOY team. I am writing in reply to your phone call requesting information about how to use eJOY eXtension when watching videos on Youtube, Facebook, or Netflix.
Unlike many other common translation tools that can only translate texts, you can look up any word or phrase directly on the subtitles of the video once installed eJOY eXtension to Chrome. Whenever you come across a new word that you want to learn, simply click on it. A detailed translation with examples will appear. New slangs & idioms are frequently updated for our users.
To really learn a word you will have to add this word to your own wordbook. eJOY will help you store, manage, and track your vocabulary.
I hope that I have been able to answer all of your questions. Please do not hesitate to contact me should you want any further information.
Best regards,
Your name
Things to keep in mind
- Use formal language
That’s a must when writing any business email. Showing your company’s professionalism will help to keep your image.
- Use appropriate expressions
Which expression you should show depends on whom you are writing to. If the recipient is your partner, be as formal and polite as possible. If that’s a customer, besides being helpful and polite, you should be friendly and give them a pleasant impression.
- Write it logically
Each paragraph should start with the topic sentence introducing the topic of the paragraph. Every idea in the paragraph should be justified and developed (with examples, explanations, consequences). Use a wide range of linking words (moreover, for example, therefore, however, etc) to logically connected sentences and paragraphs.
After reading this post, we hope you will know how to write an email to inform something. To be able to write excellent business emails (and yes, even normal emails), there’s no better way than often practice. Keep in your words book format words and phrases, then you’ll easily apply them every day in every situation. But using a real notebook is quite out of date already. Why don’t you try a smart word book such as eJOY eXtension to save, organize, and track them effectively?
You can also check out our blog onHow to write in plain Englishor other blog posts about Business English Communication. By the way, please let us know the next topic you want to learn in the comment box below.
