How to: write emails to a new contact

Writing an email to a business contact for the first time can be a bit tricky*, especially if you have never met this person. Here are a few set phrases and tips to help you out:

1. Dear Mr.... / Ms......

• Use Dear Mr .../Ms... the first time you communicate with them. (It’s more polite than “Hi ...” or “Hey...”)
• Or you can use their full name: Dear Mike Tyson / Dear Carla Bruni
• Don’t use titles with a person’s full name: Dear Mr Mike Tyson 

2. Introductory remarks

• My name is Derek Zoolander and I’m contacting you about....
• I have been given your name by a friend of mine, Niles Crane. 
• Thank you for sending me...
• It was good to meet you at the trade fair last week.

3. Explain why you are writing

• I’m writing to ask you ... (if you’ll be able to attend the conference next week)
• With reference to.... (the recruitment meeting on Monday the 26th).
• Further to our phone conversation ....
• You may remember....
• This is just to .... (check we’re on for the 18th).
• I just wanted to ... (show you the designs).

4. Action

• I’d like to arrange... (a meeting to outline the new project).
• I’d be grateful if you could... (send me the presentation).
• Would you be able to... 
• Please let me know...
• Can you ... (talk to Lisa about it?)
• Would you mind ....(giving a short talk?)

5. Friendly sign off

• Thank you again for your help.
• I hope to hear from you soon.
• I look forward to hearing from you.
• Many thanks in advance for your help.

tricky* = difficult