Structuring your email
Depending on the message to be delivered, there are various ways of structuring an email. The following three-part format – which exists in various versions – is very useful:
The RAP model
R – state your reason for writing
A – state what action is needed
P – add a polite closing sentence
RAP model example
| RAP model | Examples |
|---|---|
| Opening salutation | Dear Dr Sanchez, / Dear Anna Sanchez, / Dear Anna, / etc. |
| Reason for writing | I am writing in response to your questions regarding the XXX conference in May. Attached please find the preliminary conference programme and a list of participants. All conference rooms are equipped with computers for powerpoint presentation. |
| Action needed | Please let us know if you require any further |
| Polite closing sentence | We look forward to seeing you in Lund. |
| Closing salutation | Yours sincerely, / Best regards, / etc. + writer's name |
Note that the word 'please' is very common in polite English.
English dictionaries provide information about how to phrase sentences with the words 'please' and 'thank you'. See, for instance,