You don’t have to be a marketer or a guide to write an email with donation information frequently. This type of email will confuse a lot of people because there are too many cases and it doesn’t seem to have any formatting. Let us tell you how to write an email to report something in this simple guide.
what is an information email?
The name says it all. Writing an informative email is necessary when you have to give someone information about something. In the business world it is very important to communicate and present, so knowing how to write one will help you a lot at work.
No matter what position or department you’re in at your company, you may encounter situations that require you to write this type of email. therefore, the recipients can be anything, including:
- your customer: to provide information about your product/service, keep customers updated on progress, etc.
- your business partner: to introduce a product or service
- your boss/colleague
- your employee: to announce an employee’s achievement, announce the closing of an office or store to employees, announce new company policy, introduce a new employee , etc.
Your recipients may or may not have requested the information. it doesn’t matter too much when we’re typing.
types of information we may need to report
- about a service or product
e.g. eg: your company has launched a new product line and you want to send an email to introduce and market it to your regular customer who may be interested
- about a new policy/notice/announcement/change in business
e.g. eg: your company has decided to change your product packaging a bit, you need to inform your customers and partners about this change
- about a new policy/notice/announcement/change in the company
e.g. eg: You bought a new copier for the office and you need to write an email to instruct your employees on how to use it
Format of a giving information email
1. greetings
In this step, we like to write any other business email.
what greeting should we use? To keep greetings simple, here are some suggestions for what you can use in 90% of business situations: – hello [first name], (informal) ex: hello jayden – dear sir/mrs . [surname], (formal) p. eg: dear miss fan – hello [team name], (to groups) p. ex: hello marketing team if you are sending an email to an address that does not have a specific contact name, you can simply use “dear sir/madam”. otherwise, you can use the formal greeting “to whom it may concern”.
2. starting
- introduce yourself:
You can’t be a stranger from nowhere and one day show up in someone’s inbox to send them tons of words. if your recipients did not request information, this line should definitely appear. however, even if they did, you still need to introduce a bit. they may not know your email address or remember asking you.
Say your name and give them some clues to find 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 stop evil from taking over the world.
- explain why you are writing this: state that your purpose for writing is to provide information
- if the information was requested:
For example: I am writing to you in response to your request for information about our company’s new tour from Hanoi to Singapore.
- if the information was not requested:
For example: I’m writing to let our regular customers know about a new product you may be interested in: Garnier SkinActive Micellar Foaming Face Wash.
3. giving the information
This is the most important part and the longest without a doubt. here you can write what you or your reader want about the subject (if they are the one who requested it).
- provide them with 100% accurate information
- omit unnecessary details. tell readers only what they need to know. provide only the important facts, not all the background or history.
4. terminate email
- attach or offer additional information for those readers who want details, or refer them to a website where more information can be found.
- offer more help if needed.
end the email with the classic “greetings”, “better” or “yours sincerely”. sometimes, you can use the non-traditional like “hope to hear from you”, “hope this helps”, “have a great day” or “thank you” , etc . and don’t forget to actually “finish” your signature.
these words & the phrases will help you a lot when writing an information email.
opening statement:
- I am writing in response to/in response to your email requesting information about…
- I am writing in response to your request for information about…
- i am writing to you to inform you about…
- in response to your inquiry…
additional information:
- I would like to tell you that…
- I am pleased to inform you that…
- It may also be useful for you to know that…
- I would like to give you…
- it might be interesting for you to know that…
closing paragraph:
- I hope I have helped you in some way.
- hope you find this useful…
- please let me know if I can be of further assistance.
- I hope I have answered some of your questions.
- please do not hesitate to contact me if you need/want further information or assistance.
- Please feel free to contact me if you need further assistance.
- I hope I can help you again in the future.
Examples of emails informing something
dear john,
I am a member of the ejoy team. I am writing to you in response to your phone call requesting information on how to use the ejoy extension when watching videos on youtube, facebook or netflix.
Unlike many other common translation tools that can only translate text, you can search for any word or phrase directly in the video subtitles once the ejoy chrome extension is installed. whenever you find a new word you want to learn, just click on it. a detailed translation with examples will appear. new jargons & idioms are frequently updated for our users.
To really learn a word, you’ll need to add it to your own word book. ejoy will help you store, manage and track your vocabulary.
I hope I was able to answer all your questions. Feel free to contact me if you want more information.
Best regards,
your name
things to keep in mind
- use formal language
That’s a must when writing any business email. Showing the professionalism of your company will help maintain your image.
- use appropriate expressions
which expression to display depends on who you are writing to. if the recipient is your partner, be as formal and polite as possible. if it is a client, in addition to being helpful and polite, you must be friendly and give him a pleasant impression.
- write it logically
Each paragraph should begin with the topic sentence that introduces the topic of the paragraph. each idea of the paragraph must be justified and developed (with examples, explanations, consequences). use a wide range of linking words (also, eg, therefore, however, etc.) for logically connected sentences and paragraphs.
After reading this post, we hope you know how to write an email to report something. To be able to write great business emails (and yes, even regular emails), there’s no better way than to practice often. keep words and phrases in format in your word book, then you will easily apply them every day in every situation. but using a real notebook is already pretty outdated. why not try a smart word book like the ejoy extension to save, organize and track them efficiently?
learn english with ejoy now
You can also check out our blog on writing in simple English or other blog posts on communicating in business English. by the way, let us know the next topic you want to learn in the comment box below.