E-mail Tips>> Tips for Reply Email Samples for Different Situations


Writing effective replies to business emails is one of the most important skills you should acquire as a good business owner, sales person or marketing personnel. So, here's some samples for replying emails professionally and elaborate on some other tips for writing good and effective email replies. Check out the following tips:

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1. Be clear and direct in your email replies, and avoid being ambiguous.

That means, you should know what you want to say; and say it with the shortest possible words.

Here’s a clear, direct and unambiguous acknowledgement email reply sample:

Reply Email Sample I: Approving an Application

Dear Mr. Siva,

Welcome! Your application to Woculus has been approved. We are proud to have you as one of our editors.

Siva, like I said before, our vision at Woculus is to be the one-stop site where business owners, marketers and sales personnel can learn how to use technology profitably for their businesses. Our posts are well-research, practical and rich. As an upcoming blog, we constantly strive to provide the highest quality posts to our readers. If there is a better post about any of our areas of interest on the Internet, we are not doing our job well.

Find your login details below:

Username: Don Siva

Password: siVA2013

The entire Woculus team looks forward to a very professional working relationship with you; and we ready to support you in any way possible to serve our audience better.

Yours very truly,

2. Make your replies one-to-one.

That means you should take the responsibility for your email replies and speak directly to the reader. For example, instead of writing,

It would be appreciated if you are able to send the proposal before weekend
You should write,

I would really appreciate it if you are able to send the proposal to me before weekend.
From every email, you should be able to deduce some useful tips in deciding the best way to frame your reply. For example, you should know:

What will make the reader of your email respond favourably
What is of interest to him or her
What is his or her perspective on the issue at hand

Here are two reply email samples, written one-to-one:

① Declining an Application without Offending

Mr. Vijay,

Thank you for your recent application to become a writer on Woculus. We are very much complimented that you would like to write for Woculus.

Your application details will be retained in our files. Currently, we do not have any vacant section; and our writers are on the top of their jobs. We shall, however, contact you as soon as we have an opening.

I would appreciate being notified if you wish to cancel your application for any reason.

Best regards,

② Approving Application for a Different Position

Dear Mr. Frank,

Thank you for applying for the opening in our company and sending your design samples. I have reviewed your style and thought about the issues you raised during our last discussion, especially your reluctance to create new design samples for our evaluation. Since then, I have received new design samples from more than ten candidates, lending credence to their works.

Eventually, I have concluded that your samples are not enough to help me reach a conclusion about you. So, we now have a new Chief Designer for our company. However, I would be happy to work with you on contract basis if you agree to this.

Thanks again, Frank, for your interest in our company.

3. Keep it Short, Simple and Sweet (KISSS).

Be careful of the length of your email replies; they determine if they will be read or not. This is an old principle of writing that still holds true in writing email replies.

Reply Email Sample IV: Declining an Invitation

Dear Miss Sheryl,

Pardon the delay in responding to your last email. I have been in the process of setting up my own social network; so I had to resign from Facebook Inc.

I very much appreciate your invitation to help evaluate the Facebook App you are developing this time, but this may not be in the best interest of Facebook’s management. You may contact some other editors on Facebook forum.

Thank you for understanding.

Best regards,

④ : Declining an Appointment

Dear Mr. Mohammed,

I was flattered by your request to make me a minister in your church branch in Bahamas. Regrettably, I won’t be able to accept this position.

I wish you well in Bahamas

Yours truly,