The Detail / Body

This section of the email will provide the necessary background to the topic or any supporting information to be shared with the recipient.

Remember to use short paragraphs and limit your bullet point usage. Focus on providing information with regards to the What? When? Where? How? and Why? Don’t overexplain the problem.

If the email is longer than a page in length, then consider writing the information in a Word document and attaching it to the email.

When writing business emails, remember to be polite and respectful. Avoid jokes, sarcasm, humor, or tone. It isn’t easy to distinguish this in an email, and it can be easily misinterpreted.

Email Body Example

James will share the relevant pricing structure and login details with you in the next two weeks. Your team will then log in and start testing the system. Please note that the system will be open for a month as a testing period, whereafter we will close the access.

Let us take it a step further by looking at an example of a clear and unclear email body.

Example of an Unclear Message

Subject Line: Revisions For Sales Report

Hi Janet,

Thank you for sending your report on Monday. I reviewed it, and it needs more specific information about our sales figures. I also thought that the tone could be more formal. I also wanted to let you know that I have scheduled a meeting with the Marketing department regarding the new ad campaign. It is 12 a.m. and will be in the board room. Please let me know if you can make the time!

Bianca

Example of a Clear Message:

Subject line: Revisions For Sales Report

Hi Janet

Thank you for sending your report on Monday. I reviewed the email, and we need to add more specific details about our sales figures.

I also felt that the tone of the report could be more formal.

Could you please amend the report with these comments?

Thank you for your hard work on this!

Bianca

Bianca can then follow this up with a separate email about the Marketing department meeting.

You have to balance the amount of content you send to the recipient and the number of emails you send to the recipient so that you do not bombard your reader with content or emails.

Remember that you are trying to get your message across in this section.

Formal And Informal Writing Phrases

The formal reason for writing phrases	Informal reason for writing phrases
I am writing to ask for further information about…	Just a quick question about…
I am writing regarding the meeting we have arranged…	I was wondering if….
I am writing about the complaint you made…	I wanted to let you know that…
Concerning our conversation this morning, I would like to let you know….