Writing emails is one of the most popular and effective forms of communication nowadays, both for personal and professional situations. When it comes to writing an email to a friend, there aren’t any specific rules that you have to keep in mind. This doesn’t also apply to professional email writing, where you can’t (and shouldn’t) write whatever crosses your mind. If you want to make sure your email is easy to understand and well-regarded, today’s article is perfect for you. We’re going to teach you how to write a formal email in just a couple of easy steps.
How to Write a Formal Email in 6 Steps
1. Use an Appropriate Email Address
Since you’re sending an email to someone you have a professional relationship with, you should avoid using email addresses that contain nicknames, inappropriate jokes, and so on. Use just your name, and add hyphens, underscores, and periods to make sure no one else has already used that address. As much as possible, avoid adding extra letters or numbers.
2. Include a Clear Subject
The subject of the email is really important, since it lets the other person know the reason why you sent that email. Thus, it should contain relevant keywords. At the same time, it should be short and to the point. Don’t give everything away, but just enough to help the other person get a clear picture of the topic of the email.
3. Address the Person Appropriately
If you don’t know the recipient that well, and you’re not on first-name terms with him or her, you should always start the email with that person’s title (Mrs., Mr., Ms., or Dr.) and then use their last name. You can also use “Dear…” or even “Hello…”, but this is not an obligatory formal email greeting. Remember that if you don’t even know the person’s last name, you’re going to have to write “Dear Sir/Madam”.
4. Write the Email
The first thing you should do in the body of the email is introduce yourself (if the recipient doesn’t know you already). Then, let them know the reason why you’re writing to them, and where you found their address. Since this is a formal email, you should strive to get to the point without unnecessary ramblings. Don’t make the other person have to search for the important details, but instead make them as clear as possible. Keep the email short and split it into small paragraphs based on your ideas.
5. Use an Appropriate Leave-Taking Form
The way you say goodbye in a formal email depends on how well you know the recipient. You can use “Respectfully,” “Yours sincerely,” or the more basic “Best”. Then, after you sign your full name, make sure you also include your job title (if you have one) and the name of the company you work for.
6. Don’t Forget to Proofread
After you’re done writing your email, don’t just send it without looking over it at least once (preferably twice). Check for content accuracy, spelling, grammar, and anything else that could make your email less than perfect.
If you go through all of these steps, you’ll learn how to write a formal email in no time. That is great news, since this is a skill that everyone needs.
Image Source: here.