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Email formats in distinct situations

Your content must relate to the motive of sending the mail message. While replying to your Manager, you can opt for semi-formal conversational style, however when writing to the prospective employer or a business client for the first time, formal approach is recommended. Your way of drafting the content of your message reflects the attributes of your personality and the receiver makes a swift perception. Find some relevant email formats which you can use under appropriate circumstances.

Sending a job application to the employer-

Dear Sir / Madam (Use last name with Mr./Mrs./Ms if you know)

I am writing in reference to the advertisement dated 27 May 2010 regarding the position of Business Development Manager. I would like to inform you that with an experience of more than 4 years as a Regional Manager, I have a strong understanding of the market and consumers’ preferences. My Bachelor’s degree in Marketing has helped me to comprehend the nerves of the market. I am proficient in delivering results under tough competition and can assure you of what you expect from this role. I have attached my Resume with detailed information for your evaluation.

I thank you for considering my application. In case you wish to have an in-person interview session, I would be happy to come over. I am looking forward to your reply.

Yours faithfully (Use ‘sincerely’ in case you have mentioned first/last name at the top)

XYZ

Mobile Number

Enquiry about the in-person interview outcomes-

Dear Sir / Madam (Use last name with Mr./Mrs./Ms if you know)

I am writing to enquire about the outcomes of my in-person interview held on 30 September 2010 with Ms. Melissa Smith for the post of PHP Developer. I would appreciate if you could inform me about the status of my job application. I would welcome your feedback in case the results are not favorable.

I thank you for your support and look forward to hearing from you.

Yours faithfully (Use ‘sincerely’ in case you have mentioned first/last name at the top)

XYZ

Mobile Number

Rejecting the job offer-

Dear Sir / Madam (Use last name with Mr./Mrs./Ms if you know)

I am writing to thank you for considering me suitable for the position of Online Marketing Executive in your organization. I would like to inform you that due to the urgency of completing my current project with the present employer, I would not be able to serve you. I really appreciate your offer and look forward to working with you some time in the future.

Yours faithfully (Use ‘sincerely’ in case you have mentioned first/last name at the top)

XYZ

Accepting the job offer-

Dear Sir / Madam (Use last name with Mr./Mrs./Ms if you know)

I am writing to thank you for considering me suitable for the position of Online Marketing Executive in your organization. I can assure you that I would report to the General Manager on Monday, 20 March 2006. I will bring all the documents mentioned in the Offer Letter; however the Experience Certificate is still awaited from my present employer. I would appreciate if you could allow me a week to submit the Experience Certificate.

I am looking forward to hearing from you.

Yours faithfully (Use ‘sincerely’ in case you have mentioned first/last name at the top)

XYZ

Negotiating the job offer-

Dear Sir / Madam (Use last name with Mr./Mrs./Ms if you know)

I am writing to thank you for considering me suitable for the position of Senior Librarian in your School. I appreciate the fact that this would a learning and motivational phase for me. However, I would really be grateful if you could re-consider the salary. I am currently being paid xxxxxx, hence I expect a monthly remuneration of xxxxxx.

I am looking forward to a positive reply so that I can plan my joining schedule accordingly.

Yours faithfully (Use ‘sincerely’ in case you have mentioned first/last name at the top)

XYZ

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