When it comes to contacting local politicians, companies, organisations or whomever it might be, these are the steps you should follow. These steps will ensure you get your point across in the correct manner.

 

1. Fill in the subject of the email, don’t write a long sentence just a few words, be direct. Although this is a small step it can really help if the person you’re contacting receives lots of emails, they will read the subject first and it will catch their attention.

 

2. Be polite and address the recipient nicely. If you don’t know the name of the person you’re contacting begin the email by saying ‘To Whom it May Concern,’ But if you do know the person’s name use it, for example, Mr Smith.

 

3. Tell the person who you are and why you’re contacting them. This can be just a few sentences to introduce yourself and establish the connection between you and the recipient.

 

4. Once you make the receipt aware of why you’re contacting them, give them some

background information on the subject. If you are asking them for something to explain why you need it, why you think they can help, how they can help and how it will benefit you. If you are inviting them somewhere explain the event, why you’re hosting it, why you think they should come and be sure to include the location, date and time.

 

5. Wrap everything up, if there is a time frame you’d like them to reply in include it in this paragraph, thank them for taking the time to read your email and tell them how they can contact you if they have any questions or enquiries. Also, tell them you are looking forward to hearing from them, this will let them know you’re expecting a reply and you’re excited about speaking to them.

 

6. Sign off, politely end the email, use a phrase like ‘Yours Sincerely,’ or ‘Kind Regards,’ Sign your full name and you can also include what group or organisation you’re writing on behalf of. 

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                                              For example,

                                              Yours Sincerely,

                                              Amy Doyle

                                              Transition Year Class Mercy Secondary School

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7. Get someone to read the email before you send it, typos can be easily made and often you won’t spot your own mistakes. A new pair of eyes will ensure all you're spellings and grammar are correct. This is important because you want to be professional and taken seriously by the recipient.

 

8. Send your email and wait for them to reply.

 

9.When then do reply it is important to reply as soon as possible, if you leave it too long they may forget about the email you sent them and will think you’re not interested in speaking to them.