Email Etiquette

Question

Below you will find two scenarios that require you to draft two emails. Read the situation and respond accordingly and professionally. Your email draft must include the following (do not use the words greeting, body, or salutation in your draft).
From:
To:
Subject:
Body:
Salutation:

When writing your professional email, consider the following tips below:
Greeting: Use a short greeting that's appropriate for your audience, using appropriate titles, names, etc.
Subject line: Keep it clear and concise so the recipient knows what the email is about.
Tone: Write in a professional and respectful tone, and adjust your writing style to suit the recipient. For example, you might use a different tone when writing to a company director than you would to a work friend.
Conciseness: Keep your email short and to the point.
Proofreading: Check for spelling, grammar, and syntax errors, as well as any mistakes in dates. You can also make sure you've included any attachments you referenced in the email.
Email address: Use a professional email address and avoid emails that use nicknames.
Salutation: Ending your email respectfully with your name and title (if applicable).

Scenario 1:
Draft an email to your supervisor to let them know of an upcoming absence you will have. Recall the tips you have read to write a professional email. You should consider making the time off request, what dates you plan to be out, who will be the point-of-contact during your absence, and any other pertinent information your supervisor will need. Remember to remain professional and courteous.
[Insert your draft email here; you will delete this line]

Scenario 2: Recently you purchased a non-perishable food item from the local chain grocery store. Upon opening you have realized it has expired and the contents are not edible. Draft a concerned email to the company’s customer service department explaining the situation. Remember, although this is not a work or school related email, you must still remain professional while expressing your concerns over the unsatisfactory product purchase.
[Insert your draft email here; you will delete this line]

Answer 1

Scenario 1: Absence Notification Email

From: [Your Name]
To: [Supervisor's Name]
Subject: Upcoming Absence Notification

Dear [Supervisor's Name],

I hope this message finds you well. I am writing to inform you that I will be unable to attend work from [start date] to [end date] due to [brief reason if comfortable sharing, e.g., "a personal commitment"]. During my absence, [Colleague's Name] has graciously agreed to be the point of contact for any urgent matters.

I will ensure that all my responsibilities are up-to-date prior to my leave, and I remain reachable via email should anything require my immediate attention. Please let me know if you need any further information or if there's anything else I should take care of before I leave.

Thank you for your understanding.

Best regards,
[Your Name]
[Your Job Title]

---

Scenario 2: Expired Product Complaint Email

From: [Your Name]
To: [Customer Service Department Email]
Subject: Concern Regarding Expired Food Item

Dear Customer Service Team,

I hope this message finds you well. I am writing to bring to your attention an issue I encountered with a non-perishable food item I recently purchased from your store. Upon opening the product, I discovered that it had expired, rendering it inedible.

The item in question is [name of product], purchased on [purchase date] at [store location]. I believe it's important to ensure that customers receive products that are safe and fresh. Given this experience, I would appreciate guidance on how to address this situation, including any steps I should take for a refund or exchange.

Thank you for your attention to this matter. I look forward to your prompt response.

Sincerely,
[Your Name]
[Your Contact Information]