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Writing a Professional Email

Learning Intentions

  • Understand the benefits of email to a business organisation.

  • Understand how to professionally structure an email.

Success Criteria

  • I can send an email using the correct structure.

  • I can accurately key in text without errors.

  • I can compose a short email message based on a scenario.

Benefits of email

Email icons created by ChilliColor - Flaticon
  • Instant: emails can be sent instantly
  • Convenience: emails can be sent anywhere you have an internet connection
  • Eco-friendly: saves paper compared with writing a letter
  • Mass email: you can send to multiple people in one go and people can forward them to others, too
  • Emails leave a footprint: you can verify your email was sent and received
  • Cost-effective: sending emails is cheaper than writing on paper and posting
  • Professional: some companies will not accept any other forms of communication
  • Customisation: you can set up an email template with your own branding very easily
  • Attachments: you can attach files to emails as well

Benefits of email

Email icons created by ChilliColor - Flaticon
  • Instant: emails can be sent instantly
  • Convenience: emails can be sent anywhere you have an internet connection
  • Eco-friendly: saves paper compared with writing a letter
  • Mass email: you can send to multiple people in one go and people can forward them to others, too
  • Emails leave a footprint: you can verify your email was sent and received
  • Cost-effective: sending emails is cheaper than writing on paper and posting
  • Professional: some companies will not accept any other forms of communication
  • Customisation: you can set up an email template with your own branding very easily
  • Attachments: you can attach files to emails as well
  • As part of the Administration and IT course you need to be able to write an effective email – this could be worth up to 5 marks (out of 70 marks) in the National 5 or Higher Administration & IT Assignment.  

National 5 Administration and IT

Email icons created by ChilliColor - Flaticon
  • Cost-effective: sending emails is cheaper than writing on paper and posting
  • Professional: some companies will not accept any other forms of communication
  • Customisation: you can set up an email template with your own branding very easily
  • Attachments: you can attach files to emails as well
  • As part of the Administration and IT course you need to be able to write an effective email – this could be worth up to 5 marks (out of 70 marks) in the National 5 or Higher Administration & IT Assignment.  

eMAIL STRUCTURE

Recipient - who will receive the message

Subject - summary of the message contents

Body - what you want to say in the message

In this lesson, you'll be 'making up' suitable email addresses for each person. For example, if the email was to Mary Erskine who works at Knox Academy, we could assume her email would be something like merskine@ka-net.org.uk

eMAIL STRUCTURE

Recipient - who will receive the message

Subject - summary of the message contents

Body - what you want to say in the message

In this lesson, you'll be 'making up' suitable email addresses for each person. For example, if the email was to Mary Erskine who works at Knox Academy, we could assume her email would be something like merskine@ka-net.org.uk

(1) Write an email to Amelia Mackenzie

Hi Amelia
 
I’m pleased to let you know that you have won first place in the Ferguson Photographic Competition. Congratulations!  
 
Your photograph of Highland Cattle really impressed the judges.
 
Thanks 
YOUR NAME
Admin Assistant

PAUSE for feedback

Wait for feedback from your teacher before progressing!

Your teacher may give this one-2-one or as part of a whole class feedback session.

Common errors in Emails

  • Not starting a message with "Hi" or other suitable greeting
  • Not closing the email with "Thanks" or other suitable wording
  • Poor proof-reading, spelling and grammar
  • Lack of open punctuation

Date formats for Administration and IT

EXAMPLE

26 August 2025

(2) Write an email to Lewis Nimmo

After our discussion this morning, I would like to book the Walker-Steel Function Room at the Benson Bridges Hotel for my daughter Elise’s 18th Birthday party on [second Saturday of next month].

Include the following text as part of your email.

(3) Write an email to Morgan Adventures

Just start this message with “Hi” as you don’t know the name of the person that you are writing to.  It will be answered by someone in the Activities Centre Office.

Write an email to the company to explain that you were unhappy with the customer service on your visit last weekend.

The member of staff at the zip wire was extremely rude to you.

Further Task

  • As you know file management is important – so is email management!
  • Spend some time deleting unnecessary emails in your inbox.
  • Hint: use the search feature to find all emails which are similar.
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Writing a Professional Email
© 2020 - 2024 J Balfour
15:36 | 29-04-2024
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