Writing a formal email can seem like a difficult task since email is so often used for personal and informal purposes.If you nee to write an email to a teacher,boss,business contact,government agency or other recipients that requires formality.Follow a proper guidelines.Keep your message clear and to the point and follow outlooks for style,tone and formatting.Proofread the content of your email before sending it.
Here Are some points to be consider while writing a professional email.
Use a professional email address-use your real name , use hyphens or underscores to secure an e-mail address and don't add extra numbers or letters with your name
Stick to professional font-use fonts like Times New Roman and Arial,write your email in a readable font size such as 12 point type,avoid special styles like
italics,highlighting or multi colors fonts and don't use all caps.
Use a short and accurate subject line-use keywords in the subject line that suggest exactly what you are writing about,in just a few proper words.
Use a proper salutation-Always start a formal email with a salutation( addressing the recipient by name is preferred),include the person's title (Mr,Mrs,Ms,Dr...etc) with their last name followed by a comma or a colon and you can rank the salutation with" Dear" and don't use informal salutations like"Hello","Hey","Hi".
Introduce yourself in the first paragraph(if necessary)-If your writing to someone you don't have an existing relationship with introduce yourself in the first or second sentence of your email.
Prioritize the most important information-Once you've introduced yourself and the general reason you're writing, Put the most important content near the top ,This respects your recipient's time and makes the purpose of your email clear.
Get to the point-For formal email,it's ok to be direct as long as you are polite.
Keep it brief-It's good to keep an email to about one screen length (laptop or desktop screen size)
Use formal language-Use complete sentences and polite Phrasing.Avoid things like slang,unnecessary contractions,emojis and jokes.
Use proper form of closing-Use closing like "Yours sincerely","yours faithfully","respectfully" and etc.Make sure to follow up with your full name and job title or other signature.
Include any necessary attachment-If you need to include any attachments make sure to mention them in the body of the email.
Proofread your message content,spelling,and grammar-Reading your email aloud is a great way to catch any typing mistakes or unclear phrases. And if there is any errors you can correct them.
Make sure that the email does not contain any sensitive information-email isn't secure communication.Avoid including things like passwords,account numbers and confidential information in an email.
PS:Hope these tips will help you to write a proper formal email
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Originally Posted by Ritika
in Sri Lanka
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