Emailing Someone who Doesn't Know You

There are a few important points to consider when writing email, especially when emailing someone who doesn't know you.

  • Include a meaningful subject heading; this helps clarify what your message is about and may also help the recipient prioritize reading your email.
  • Open your email with a greeting like 'Dear Mr Chan' or 'Dear Ms Tam.'
  • Use standard spelling, punctuation, and capitalization. DO NOT USE ALL CAPS. IT'S LIKE SHOUTING!
  • Write clear, short paragraphs and be direct and to the point. Don't write unnecessarily long emails.
  • Be friendly and polite, but don't make jokes or witty remarks.
Continuing Email Conversations

Once you have exchanged emails with a person on a given subject, it is probably OK to leave greetings out of your follow-up emails. Here are some other points to consider about continuing email conversations:

  • Try to respond within a reasonable time frame, though "reasonable" will depend on the recipient's expectations and the subject being discussed.
  • Trim back the old messages: most email clients will keep copying older messages to the bottom of an email. Delete older messages so as to keep your message size from getting too large, and to keep your messages looking clean.
  • If someone asks a lot of questions, it may be OK to embed your answers into the sender's message copied at the bottom of your email. However, if you're going to do this, be sure to say so at the top, and leave plenty of space, for example:
> Do you offer discounts for bulk orders?

Yes. 10% for orders of over 100 units.


> How long does delivery normally take?


Around 10 days from the date of an order.
 
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