How to answer to a mail impersonally

The art of responding to a mail impersonally!

When responding to a mail impersonally, you want to acknowledge the sender's message without revealing too much about yourself or your personal feelings. Here are some tips to help you craft a polite and impersonal response:

  1. Start with a formal greeting: Begin your response with a formal greeting, such as "Dear [Name]" or "To Whom It May Concern."
  2. Acknowledge the sender's message: Briefly acknowledge the sender's message, stating that you have received their email or letter. You can use phrases like "Thank you for your email" or "I appreciate your letter."
  3. Provide a brief response: Keep your response concise and to the point. Avoid sharing personal opinions or feelings. Instead, focus on providing a factual or informative response.
  4. Use a neutral tone: Use a neutral tone in your response, avoiding emotional language or jargon. Stick to a professional and objective tone.
  5. Avoid asking questions: Unless absolutely necessary, avoid asking questions in your response. This can lead to a back-and-forth conversation that you may not want to engage in.
  6. Keep it brief: Keep your response brief and to the point. Aim for a few sentences at most.
  7. End with a formal closing: Close your response with a formal closing, such as "Sincerely" or "Best regards."

Here's an example of an impersonal response:

Dear [Name],

Thank you for your email regarding [topic]. I appreciate your interest in [related topic]. Our company policy is to [briefly state the policy or procedure]. If you have any further questions, please feel free to contact our customer service department.

Sincerely, [Your Name]

Remember to always proofread your response carefully to ensure it is free of errors and maintains a professional tone.