IT English 12. Letter's structure.

IT English Letter's structure.

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[mywaytopro]

Let's take a look at the structure of formal emails.
We should begin with an opening line.
Of course, the opening line is our greeting as well.
If it's a formal email, you start with "Dear."
Quite often, when we write formal emails, we do not know the name of the person we are writing to; that is why we start with "Dear Sir or Madam."
If we do know the name of the person we are writing to, we address this person by their last name, for example, "Dear Mr. Johnson" or "Dear Mr. Smith." If it's a woman, we would say "Dear Miss Smith, " for example.
It's a very interesting fact that when we are writing an email to a woman, we can use different titles, and you probably know them.
So, this can be "Mrs., " this can be "Miss, " and the third one is "Ms."
But did you know the difference? The easiest one is probably "Mrs."—yes, "Mrs." is for a married woman.
"Miss" is for a single, unmarried lady.
And when we say "Ms., " we don't want to specify whether the woman is married or not.
And guess what? In the modern business world, this option is the best because when doing business, you don't want to specify the marital status of the person.
That is why people started using "Ms." more often.
Pay attention to pronunciation—you should say it as "Ms., " not "Miss."
Based on what opening line you use, the closing line should correspond.
For example, if you don't know the name of the person you are writing to, the closing should be "Yours faithfully" in British English and "Sincerely" in American English.
If you know the name of the person you are writing to, then in British English, you would say "Yours sincerely, " and in American English, it will still be "Sincerely."
American English is more flexible; if you want to be more relaxed, you can say "Regards." "Regards" is also good for this type of email.
In informal email openings, of course, you can just say "Hi." You can just use the name of the person you are writing to or even the first letter of their name.
And when you want to close, again, you can say "Best wishes, " "Kisses and hugs, " "Warm regards, " or just "Best wishes."
As for IT emailing, you probably know that you don't start your email with "Dear."
I mean, you may if it's just the first letter ever to a very, very important person, but typically people use "Hello" or "Hi" when they write emails in IT.
So, you can say "Hi John, " "Hello Joan, " or just "Hi, " "Hello, " or just the name of the person if this is not your first email today.
When you want to close your email, you would typically say something like "Regards" (the most popular), "Best regards, " "Warm regards, " "Thanks, " or just your initials.
It's not very typical to say "Best wishes"—this is more for a friendly style when you're writing to a friend or someone close to you, but this is not very good for day-to-day business communication style.
One more thing I would like to mention—no matter what style you follow, you have to also consider punctuation.
I have seen many times people use commas before the name of the person they're writing to.
For example, as you would say in Ukrainian, you might write "Hi, John." This doesn't work in English.
In English, you should say "Hi John" and then use a comma. There are no periods here; there is no comma after "Hi" ever.
So be careful with that. I know it can be really tricky because it requires us to think in English, but when we translate from our native language into English, this is when we make those mistakes.