Craft the Perfect Mail Format for Sending Invoice to Client for Customer Support

Mail format for sending invoice to client for Customer Support

are you spending too much time writing your emails in English well relief is here because today I'm going to give you some perfect phrases that you can use for both formal and informal situations that's going to make your life a lot easier if you're new here I'm Maria I'm a former marketing director and MBA from the US so let's just say I have written a lot of business emails in my life and now I want to help you to do the same okay first things first we need to choose the appropriate greeting for our email today we're just going to keep things simple I'm just going to give you one sentence for formal emails and one sentence for informal emails dear followed by Ms or Mr and then the person's last name is really just used in extremely formal situations and to be honest it's not really very common in the U.S deer followed by the person's first name is also a little more formal but it's always safe if you don't know the person or if you're not really sure about the level of formality otherwise hello or hi followed by the person's first name is probably the most common okay so what's next if you're the one writing first and not replying to someone's email it's usually good to be a little social a little friendly so we need to begin our email with a polite sentence we often use the word hope in these opening lines the most common and tried and true sentence is I hope this email finds you well now it's a little overused to be honest but it's always safe and it's always very professional now if you know the person pretty well in more informal situations you can just say hope all is well or hope your week is going well you don't need to use the word i i is implied now super important the very next thing that you need to write is a sentence explaining the reason for your email why are you writing to this person person here are some good ways to do this the most formal would be I'm writing with regard to so we need a noun next the less formal option would be I'm reaching out about to reach out means to contact someone to get in touch with someone we need a noun as well we reach out about something now maybe your reason for writing is to follow up with someone about something or to give them something that they've asked for you can start with as discussed that's probably the most formal or you can say I'm following up with you about and again we need a noun next now a very common reason for writing an email is because somebody wrote you first so you're replying to theirs if you're not the first one writing and you're just replying to somebody's email you can start your email with thank you for your email and less formal would be something like thanks for followed by a noun thanks for your email thanks for for the update thanks for letting me know scheduling meetings are a super common reason for sending and receiving emails so let's take a look at some good sentences you can use for that most formally we'd say I'd like to schedule a meeting to informally you could just say let's set up a meeting to in business English we use the phrasal verb to set up quite a bit it just means to schedule set up a meeting set up a conference call if you want to ask about someone's availability words like convenient and available are used a lot to be free is more informal and that just means to be available and more informally to make it means to be able to attend if something works that means it's okay for me a calendar appointment or invite is what you send or receive to schedule the meeting if you need to change the date or the time of the meeting verbs like move reschedule postpone cancel or all commonly used and the verb to move means to reschedule by the way if you're attaching something to your email the most formal way to express that would be please find attached or you can just refer to what you're attaching and then just say see attached if you need to make a suggestion in your email the most formal way to do that would be to say I propose or I suggest or less formally you can begin with how about that would be appropriate if you're talking to somebody on your team for example or somebody that you work with pretty closely if you need to ask someone to do something it's always best to use modal verbs I think these are appropriate both for formal and informal situations it's just polite business language the verb would comes in handy here would it be possible to review the document this week could you review the document this week if you don't understand something that somebody wrote and you need them to clarify what they meant we've got some options here I think these work both formally and informally could you provide more details about or more simply to clarify and then ask your question okay so we're coming to the end of our email now and it's now time to make the next step clear is there something that you need from the other person is there something that they can expect from you if you need something from the other person the most common phrase is probably I look forward to hearing from you so you usually use that sentence when you're waiting for somebody's opinion or some other kind of information from them just watch out for a common mistake here we have to have that verb be in the ing form I look forward to hearing from you more informally you can always end with a direct question I really like doing that in informal situation situations I think ending with the question is a good way to get somebody's attention so you could just say what are your thoughts it's often good to let somebody know that you're available for questions you're available for help so there are two pretty standard sentences we usually use here more formally should you have any questions please don't hesitate to contact me and more informally let me know if you have any questions and we are almost done with our email there is just one more thing we need to do and that is choose the appropriate sign off best regards is a little more formal I personally always use best and I think it works for both formal and informal situations so that's pretty versatile all right we covered a lot of ground today I go into a lot more depth and a lot more detail about good email writing in my classes so you can feel free to go to my website english2excel.net for more info and if you want to be sure that your business emails don't include any common English grammar mistakes check out this video right here alright guys as always thank you so much for watching I appreciate you and I'll see you in this video next