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
|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
Please let us know if you require any further
|Polite closing sentence
|We look forward to seeing you in Lund.
|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,