Drafting Professional Conversation Emails: A Guide with Sample


Source blog.sendspark.com

Email communication is an essential part of professional discourse, and “as per our conversation” is a common phrase used to reference previous email exchanges. It serves as an effective tool for summarizing discussions and maintaining a record of communication. As per our conversation email samples provide a structured way to acknowledge and respond to prior emails, ensuring that all relevant information is included in the conversation. Moreover, they assist in creating a clear and concise email trail, facilitating easy retrieval and reference of previous discussions.

Structure Your Emails Like a Pro

When it comes to emails, structure is key. A well-structured email is easy to read, informative, and conveys your message clearly.

Subject Line

The subject line is your first chance to grab the reader’s attention. Make it clear what your email is about, while also being concise and compelling. Avoid using all caps, exclamation points, or excessive punctuation.

Example: “Request for Time Off” or “Job Application for [Position]”

Salutation

The salutation is the greeting at the beginning of your email. Use a professional greeting, such as "Dear [Recipient’s Name]" or "Hi [Recipient’s Name]." If you don’t know the recipient’s name, you can use a generic greeting like "Dear Sir/Madam."

Body

The body of your email should be organized into clear paragraphs. Each paragraph should focus on a specific topic or point. Use bullet points or numbering to make your points easier to read and understand.

  • Use strong verbs and active voice.
  • Keep your sentences concise.
  • Proofread your email carefully before sending it.

Call to Action

If you want the recipient to take a specific action, such as reply to your email or schedule a meeting, be sure to include a clear call to action.

Example: “Please let me know if you have any questions” or “I’m available to meet on [Date] at [Time].”

Tables

Tables can be a useful way to organize and present data in your email. When using tables, be sure to:

  • Give your table a clear title.
  • Use headings to identify each column.
  • Keep your data concise and easy to read.
Job Applications
Date Applicant Position
2023-01-01 John Doe Software Engineer
2023-01-02 Jane Smith Marketing Manager

7 Sample Email Salutations for Different Occasions

Acknowledging an Interview Request

Dear [Candidate’s Name],

Thank you for reaching out and expressing your interest in the [Position Name] position at [Company Name]. We are pleased to have received your resume and application and will review them thoroughly. In the meantime, please let us know if you have any availability for an initial interview. We look forward to hearing from you soon.

Responding to a Job Application

Dear [Candidate’s Name],

Thank you for your interest in the [Position Name] position at [Company Name]. We have received your application and resume and appreciate you taking the time to apply. We will review your materials carefully and contact you if we move forward with the hiring process. Thank you again for your interest.

Sending a Job Offer

Dear [Candidate’s Name],

Congratulations! We are pleased to offer you the position of [Position Name] at [Company Name]. We believe your skills and experience make you an excellent fit for our team and look forward to you joining us. Please review the attached offer letter for details. We kindly request a response by [Date].

Declining a Job Application

Dear [Candidate’s Name],

Thank you for your interest in the [Position Name] position at [Company Name]. We have carefully reviewed your application and resume but have decided to move forward with other candidates whose experience more closely matches our current needs. We appreciate your interest and wish you all the best in your job search.

Inviting to a Webinar

Dear [Recipient’s Name],

We would like to invite you to our upcoming webinar on [Topic] on [Date] at [Time]. This webinar will cover [Description of Topics] and is an excellent opportunity to learn from industry experts and network with other professionals in your field. Registration is free, and you can sign up at [Registration Link]. We hope to see you there!

Sending a Customer Survey

Dear [Customer’s Name],

Thank you for being a valued customer of [Company Name]. We would appreciate it if you could take a few minutes to complete a short survey about your recent experience with our services. Your feedback will help us improve our services and meet your needs better. The survey should take no more than 5 minutes to complete, and you can access it at [Survey Link]. Thank you for your time and input.

Sending a Newsletter

Dear [Subscriber’s Name],

Welcome to the latest edition of our [Newsletter Name]. In this issue, we cover [List of Topics]. We hope you find this information valuable and would love to hear your feedback. You can reach us at [Contact Information]. Thank you for reading!

How to Write an "As Per Our Conversation" Email

What should an "as per our conversation" email contain?

An "as per our conversation" email is a follow-up message that summarizes the key points of a recent conversation, usually to document the details of an agreement or understanding. It should include the following elements:

  • A clear subject line that indicates the purpose of the email, such as "As per our conversation on [date]"
  • A body that summarizes the main points of the conversation, including any specific details that were discussed
  • A closing statement that confirms the agreement or understanding and outlines any next steps, if applicable
  • The sender’s signature block

Why should you send an "as per our conversation" email?

There are several benefits to sending an "as per our conversation" email:

  • It provides a written record of the conversation, which can help to avoid misunderstandings or disputes later on
  • It can help to ensure that all parties are on the same page and have a clear understanding of the agreement or understanding
  • It can be used to track the progress of a project or task and to document any changes or updates

When should you send an "as per our conversation" email?

An "as per our conversation" email should be sent as soon as possible after the conversation has taken place, while the details are still fresh in everyone’s mind. It is especially important to send an "as per our conversation" email if the conversation was particularly complex or if there were any important agreements or understandings made.

That’s a wrap for our quick guide on email samples – hope it helps you ace your future conversations! Thanks for sticking around, and be sure to drop by again for more email writing tips and tricks. Till next time!

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