1. In the opening part, briefly describe your writing background.

2. In the body part, provide details in a logical way, giving facts or figures, in separate paragraphs if necessary.

3. Following the details, you tell the reader the actions you will take or you expect your reader to take.

4. Close your mail by simply thanking your reader, apologizing to your reader or waiting for your reader’s reply.

5. When writing the mail, use appropriate tones, taking the relationship between you and your reader as well as the messages into consideration.

6. Use bullets or numbered lists if necessary to describe the details.

7. When using bullets or numbered lists, you need to have parallel structures.