2.3
Structure and presentation of (commercial) Emails
Emails are a very fast, effective, fluid and personalized system, but also an open system. Do not use them for confidential legal correspondence.
The language of emails can be more brief, direct and informal, but it is important to know the recipient well and still be polite and business-like.
Do not use unnecessary capital letters, bold or red for whole words or underlining to stress a word but rather add asterisks on each side of it. (e.g. we could meet at *3 p.m.*)
Write one topic per message. Send longer text in an attachment.
Do not forgot to write a suitable/formal email address.
Minimize the use of special abbreviations, acronyms, or emoticons (semi- or informal style).
Content, parts of a formal e-mail:
  1. From (incl. e-mail address of sender)
  1. To (recipient)
  1. Cc (copy)
  1. Subject
  1. Date
  1. Attachments
  1. Salutation
  1. Body – message text: reason for writing, action point
  1. Complimentary closure
  1. Writer’s name and position/department.
Some acronyms and abbreviations in instant messaging, in e-mail and text messages are as follows:
Model of semi formal e-mail message:
From: N.B.
To: X.Y.
Date: October 3, 2019
Subject: My absence
Dear All,
I will be out of office as of today, October 3rd, 2019, back in the office on Monday, October 10th, 2019.
I will be happy to answer any enquires after my return.
Thank you,
N.B.
HR Manager
2.3.1
Structure and presentation of commercial letters
Business letters consist of the following parts:
  1. Sender address – Letterhead
  1. References
  1. Inside (recipient address)
  1. Date
  1. Attention line
  1. Salutation or Greeting
  1. Subject title
  1. Body of the letter
    1. Opening
    1. Main body
    1. Conclusion
  1. Complimentary close (closure)
  1. Signature
  1. Per pro (p.p.)
  1. (Writer´s name and official position or designation
  1. Enclosure (Enc.)
  1. Copies (c.c.)
There are many different acceptable layout styles for letters in English. There is no “correct” position for your company’s logo and address, the date, the references, or the subject line. Take a look at our example of a simple, clear layout style.
Table 5. Glossary
Word or expression
Translation
Subject
Věc (stručný obsah písemnosti)
Attachment
Příloha (e-mail)
Enclosure
Příloha (dopis)
References
Zde: odvolací údaje (naše značka, vaše značka atp.)
Per pro (p.p.)
V zastoupení (v z.)