How to write email letter to your boss

How to gather materials for your research work

How to write email letter to your boss

You need to be careful to sound polite and diplomatic when you write to people with high status, such as your boss or a client. Make sure you use the correct verb forms to avoid sounding too direct. Here are some tips and samples for writing politely.


Make a suggestion rather than giving advice.

“We should commission a report” becomes “Perhaps we could commission a report.”


Make a request rather than saying what you think.

“We need to discuss my salary” becomes “Would it be possible to discuss my salary?


Instead of giving orders, make a request.

“I would like you to sign this letter” becomes “Could you sign this letter?


Involve the other person, rather than focusing on your own needs.

“We need to meet the suppliers” becomes “Do you think we should / could meet the suppliers?” Or “It might be useful to meet the suppliers.”


Use a neutral Email address. Your Email address should be a variation of your real name, not a username or nickname. Use periods, hyphens, or underscores to secure an e-mail address that’s just your name, without extra numbers or letters, if you can.


Never use an unprofessional email address. No one will take you seriously if your reply-to is monsignor.harry.manback@slip’


Use a short and accurate subject header

Avoid saying too much in the subject header, but make sure it reflects the content of your Email to a person unfamiliar with you. If possible, include a keyword that will make the Email content easier to remember and/or search for in a crowded inbox. For example, “Meeting on March 12th” is specific enough that the email topic won’t be mistaken for anything else but not so specific as to be distracting (ex. “Schedule, Guest List, Lunch Requests, and Meeting Overview for March 12th”).


Use a proper salutation

Addressing the recipient by name is preferred. Use the person’s title (Mr. Mrs. Ms. or Dr.) with their last name, followed by a comma or a colon. Optionally, you can precede the salutation with “Dear…” (but “Hello…” is acceptable as well). Using a last name is more formal and should be used unless you are on first-name terms with the recipient. If you don’t know the name of the person you’re writing to (but you really should try and find one) use “Dear Sir/Madam” or “Dear Sir or Madam” followed by a colon.


Introduce yourself in the first paragraph (if necessary)

Also include why you’re writing, and how you found that person’s Email address, or the opportunity you’re writing about. Ex.

  • My name is Earl Rivers. I’m contacting you to apply for the administrative assistant position listed on
  • My name is Arlene Rivers. I am writing about the traffic citation I received on December 31, 2009. I obtained your Email address from the Westchester County Clerk website.


Write the actual message

Be sure to get your point across without rambling; if it’s fluffed up, the reader may glance over the important details. Try to break up the message into paragraphs by topic to make your message more logical and digestible.

  • The email should be no more than 5 paragraphs long and each paragraph should be no more than 5 sentences long.
  • Insert a line break between each paragraph; indenting isn’t necessary and will likely be lost during the email transfer anyway.
  • Be sure to avoid informal writing.


Use the correct form of leave-taking

This will depend on your level of intimacy with the recipient. Examples include:

  • Yours sincerely,
  • Yours cordially,
  • Respectfully,
  • Best,


Sign with your full name

If you have a job title, include that in the line after your name, and write the company name or website in the line after that. If you do not have a job title but you have your own blog or website related to the content of the e-mail, include a link to that below your name. If the e-mail is about a job, only include a career-related website or blog, not hobbies or interests


Proofread your message for content

Make sure you haven’t omitted any important details (or repeated yourself). Reading your email aloud or asking someone to proofread it is a great way to get a different perspective on what you’ve written.


Dear Friends,

I have just received a promotion. I would like to send a thanks letter to my boss. Please help me to write it. Here I am writing a sample. Please add your valuable suggestions. Thanks.

June 24, 2005

Mr. John Smith,
Head of ……..
(address of the company)

Dear Mr. Smith:

I would like to sincerely thank you for offering me the position of Maintenance Manager in ABC corporation. I am very pleased to accept this promotion offer. You provide me the opportunity I seek.

I want to thank you for the expression of faith in my abilities that you have exhibited by this gesture and will certainly do my very best not to disappoint you. I am looking forward to my new responsibilities. I assure you that I would definitely be a value-added addition to ABC Corporation.

Sincerely yours,

Please correct this letter if you find any mistakes. I appreciate your great help in this regard.

Thank you very much.

24th June 2005

I would like to sincerely thank you for offering me the position of Maintenance Manager in ABC corporation. This is an opportunity for advancement so I am very pleased to accept this offer.

I want to thank you for the expression of faith in my abilities that you have exhibited by this gesture and will certainly do my very best not to disappoint you. I am looking forward to my new responsibilities and I assure you that I will definitely be an asset for ABC Corporation.

Dear Mr. Smith:

Allow me to express my sincere gratitude for the career advancement given me. I am very grateful and honored to accept this promotion.

The manifestation of your unwavering support and guidance further by this opportunity given me, streghten my confidence and motivates me more to give my darnest best in facing the new challenges and ultimately be a partner in attaining our corporate goal and eventual growth of our company

Thank you so much.

Respectfully yours