6 min readConcept sheetOften a 5-mark drafting task; sometimes 10 on email guidelines

Drafting business emails

A good business email has a clear subject line, a polite greeting, the main point first, short paragraphs, a clear action and a signature.

FieldsTo, Cc, Bcc, Subject, Attachment

Golden ruleOne email, one main topic

ToneProfessional; never all capital letters

Before sendingCheck receivers, attachment, spelling and tone

Email fields and how to use them

Field	Use	Tip
To	The main receiver(s) who must act	Keep it to the people who need to act
Cc	Others who need to know, not act	Everyone can see Cc addresses
Bcc	Hidden copies	Use for large lists so addresses stay private
Subject	A short summary of the email	Make it specific, e.g. include the date or order number
Attachment	Files sent with the email	Mention it in the text, and check it is attached
Signature	Name, title, company, phone	Set up a standard signature block

Structure of a business email

1
Subject line
Specific and short.
2
Greeting
Dear Mr Rizwan, / Dear Ms Fernando, (or Hello Dilini, for a colleague).
3
Opening: the main point
Say why you are writing in the first one or two sentences.
4
Body: the details
Short paragraphs or numbered points.
5
Action and deadline
What you want the reader to do, and by when.
6
Closing
Kind regards / Best regards, then the signature block.

Example: an email confirming a client meeting

Problem

Dilini Fernando, Sales Executive of Mihira Spice Exports (Pvt) Ltd (a fictional company), Colombo, has agreed by phone to meet Mr Mohamed Rizwan, Purchasing Manager of Lagoon Breeze Hotels (Pvt) Ltd (also fictional), at his Negombo office on Tuesday 20 October 2026 at 10.30 a.m. to discuss the 2027 spice price list. Write the confirming email, step by step.

Working

To: Mr Mohamed Rizwan. Cc: Dilini's manager. Attachment: 2027 price list (PDF).
Subject: Meeting confirmed: Tue 20 Oct, 10.30 a.m., 2027 spice price list
Greeting: “Dear Mr Rizwan,”
Opening: “Thank you for your time on the phone today. I am writing to confirm our meeting on Tuesday 20 October 2026 at 10.30 a.m. at your Negombo office.”
Body: “I will bring samples of our cinnamon, pepper and cloves. I have attached our 2027 price list so that you can look through it before we meet.”
Action: “Please let me know by Friday 16 October if you would like any other products included.”
Closing: “Kind regards,” then the signature block: Dilini Fernando, Sales Executive, Mihira Spice Exports (Pvt) Ltd, phone and email.

Answer

A specific subject line with day, time and topic; a polite greeting; the main point in the first sentence; short details; a clear action with a date; a professional close and signature; the attachment mentioned in the text.

Email etiquette (netiquette)

Do not type in all capital letters: it reads as shouting.
Use Reply all only when everyone needs your reply.
Reply within one working day, even if only to say when you will answer fully.
Never send an email when you are angry; wait and reread it.
Avoid slang, emojis and text-message short forms in formal emails.
Mark messages ‘urgent’ only when they really are.
Remember that emails are permanent records and can be forwarded: write nothing you would not want your manager to read.
Protect confidential and personal data; check the address before you press Send.

Email or something else?

Use email forMessages that need a record, details such as prices and dates, attachments, several receivers, and people in other time zones.

Do not use email forBad news to an individual, sensitive or angry matters, and urgent issues that need an instant answer. Call or meet instead.

In Sri Lankan business

In Sri Lankan offices, email sits beside WhatsApp and phone calls. A good habit is to confirm any agreement made on a call or in a chat with a short email, so there is a written record both sides can check later.

Exam angle

Structured question: “Draft an email to a customer confirming a meeting next week.” Subject line with date and topic, greeting, main point first, details, action with a deadline, close and signature; mention any attachment.

Short answer: “What is the difference between Cc and Bcc?” Cc receivers are visible to everyone; Bcc receivers are hidden from the other receivers.

Essay: “Explain the guidelines for writing effective business emails.” Cover the fields, a structure from subject line to signature, writing style, etiquette and when not to use email, with a short sample.

Remember it

S-G-O-B-A-C: Subject, Greeting, Opening point, Body, Action, Close. And never press Send when you are angry.