Writing a formal Email is not much different from writing a formal letter. But if you are used to using email only for informal communication with friends, writing formal emails may take some time to get used to. In this article, we’ll help you to write a formal email and guide you with a sample email. You can write a formal email by following these steps.
How to Write a Formal Email
Use a neutral Email Address
Your email address should always reflect your real name, not your pet name or nickname. An email address that reflects your real name looks professional. If your email is funny or inappropriate, no one will take you seriously.
State the Subject Appropriately
Make sure that the subject line reflects the content of your email. If you are writing about a meeting, the subject should contain the word meeting. If you are writing an application for a job, the subject line should state the position you are applying for.
Start with a Salutation
The mail should start with a salutation such as Dear Mr. Price. It is always good to address the recipient by name. (Dear Dr. Smith, Dear Ms. Dustan, etc.) If you don’t know his or her name, you can use Dear sir/madam or To whom it may concern.
In the first paragraph itself, introduce yourself and the purpose of writing the mail. You can begin the mail by using sentences like this.
I’m writing to enquire about…..
I’m writing in reference to…….
After you state the purpose clearly, you can move on to main the message directly.
The body of the mail should contain your message. Just like in a formal letter, the body should be written clearly and concisely. Try to be as brief as you can. In most cases, two or three paragraphs are more than sufficient to present the message clearly. The language should be professional and formal.
After relaying the message, it’s polite to thank the reader for his time and attention. You can use phrases and clauses like
Thank you for your time…
Thank you very much for taking the time…
If you have any questions or concerns, don’t hesitate to let me know
Then end the email with an appropriate closing. Yours sincerely, Best Wishes, Regards, Respectfully, etc. are some of the endings you can use.
If you have attached any documents in the mail, you can say “Please refer to the attached document.” You can use this sentence in any appropriate place.
As with any written work, proofread the email carefully. Make sure you have used the correct titles, dates, names, etc. Check for any grammar or spelling mistakes.
After proofreading the email carefully, you can click the send button.
Sample Formal Email
You can download this Email from here – Sample Formal Email