It’s really good to know how to write a formal email. Many people around the world struggling with the same issue.
Write an email to your family or friend is another thing. But writing a formal email is a different part.
Means formal email required to be professional and need to follow a certain format structure.
The formal email should be looking clean and clear. Tone and style should be correct formatting. So, it’s always good to know the formal email correct structure.
Therefore, today in this guide I will let you know how to write a formal email in a structured way.
First, understand the type of email we write:
- Semi-Formal email.
- Formal Email.
- Informal Email.
1). Always use a professional email address:
Usually, professional email ID always comes with a person full name or in the last name. So, kindly do not change that.
If you making email ID by you own then also, make sure email ID simple, for example, related to your name.
You can also add the underscore in your email ID for security purpose.
2). Professional Front Size:
Email services mostly provides multiple front sizes to us.
However, it’s good that you choose formal size format. In my opinion size, 12 is best along with Arial style for formal email.
3). Subject Line:
When you write an email to senior department or any professional area. They will judege your email according to your subject line only.
Because your subject line is only visible first.
So, the subject line is a very important part. Any mistake in the subject line can make your email unreadable or can be sent to spam too.
Keep your subject line short and clear. Which shows exact email matter or his concern. Also ideally, put the subject line between five to six words.
- Required Team Meeting: March 6th 5pm [Month/Date/Time].
- List of the new team member.
- Resignation Letter.
- Invitation to a team party.
- November attendance report.
It’s basically, addressing the person to whom you are writing a formal email. Mean, if you know the name of the person.
Then salutation can give include his/her name. However, if might you are addressing the group of the member then you can give salutation like.
- Dear Member.
- Dear Student.
- Dear Team Member.
Next, if talk about informal salutation then you can write like.
If you do not know the name of the person to whom you are writing a formal email. Then you can use the salutation, for example:
- Dear Sir/Madam.
For any senior person. You can address his/her name with the title, For example.
- Dear Dr. Tom.
- Dear Mr. Ravi.
- Dear Ms. Sofia.
- Dear Mrs. David.
Do not skip the salutation, it’s an important part of the formal email. Also, do not use the person first name or a nickname in your formal email.
5). Introducing yourself (If required):
Normally, introducing yourself is required where the person doesn’t know you or not have any relationship with you.
For example, government officer, business, teacher, telecom service, new customer and so on.
So basically, in introducing yourself you have to write like, my name is Aric. I am applying for your current position listed on XXD.com.
6). Body of the email:
In the body part, you can start writing the purpose of your email. Elaboration is not required an informal email.
Although it’s important you write clear and details in deep. However, try to write point to point content.
Also, make sure if you are writing an email to an unknown person. Then they would not know your topic and matter.
So, better if you provide the details concisely in email. Do not miss the important part of the topic or question.
Make the email simple and easy to understand.
If you are asking any question then make sure you close the email with a statement like, “Looking forward to your response”/ “Thank you for your patience”.
Closing the formal email in also equally important. Email closing is the last impressing of the formal email. Make sure that closing remains with your full name or signature.
Hence, you can use the professional signature template. Or perhaps use your job title.
One of the common and popular closings is “Sincerely”. It can be used in both ways either recipient know you or don’t know you.
Some more example like:
- Best regards.
- Thank you.
- Yours truly.
Another important point for how to write a formal email.
1). Do not share Sensitive information:
Do not share the personal sensitive information in the email. For example,
- Bank account details.
- Job Position Login details.
- PIN details.
2). Proofread your email and Grammar error:
It’s good that you proofread your email once. Through that, you will be able to find your spelling mistake and grammar error.
Many time we know the words but still, typo error has happened. An email with a spelling mistake or typo error leaves the bad impression to the reader.
Or perhaps your email will be not considered as a professional email.
3). Attached the required file:
Many time what’s happened that we forget to the attached required file in email.
Because most of the time we are in hurry position. So, remember do not forget to attach to your PDF file or excel file.
If you are sending a formal email for giving any kind of report. Then also attaching report is very important.
Since you are writing the formal email it’s good that you mention in body part too, that you attaching any file attachment too.
So, kindly recheck if any file attachment required then do that.
4). Formal Language:
Since you are writing the formal email you must use simple and formal language. Do not add unnecessary profanity, jokes or emoji.
5). Not Extra Space:
Next important part is that you check whether you give any extra space in the email or not.
Because providing extra space in the email will not look professional at all. So, kindly recheck that.
6). Re-Check Name:
Some times because of typo error we did the mistake in the personal name.
However, it’s quite necessary that end of your formal email, you check once again the name of the person is correct or not.
If you address the correct person name then only they will able to address your concern in time.
Type of Formal Email.
Do you know how many types of formal email exits? Normally, we have six kinds of formal email.
- Formal email of Complain.
- Formal Email of Request.
- Formal Email of Question.
- Formal Email of Statement
- Formal Email of Announcements.
- Formal email of request or question response.
Remember whenever you are writing the formal email for any complaint. Does not lose the professional tone.
Mention the issue clearly and brief. Always stick with your complaint and do not lose attitude.
Bonus Tips: If might be you are not confident in your grammar. Then after finishing your formal email you can use the Grammrly.com website.
To just check your grammar and punctuation once. Grammarly.com will help you a lot for your typo error plus grammar error.
So, it’s good that you check once you’re content in gramerly.com. Its save you extra effort and time too.
Might be you think that writing a formal email required professional training.
But it’s not like that, you just need to follow some basic rules and you can also write the professional email very easily.
As you know the format of formal email now or how to write a formal email. You can start your professional email at any time.