How to write a formal email? Don't end up in junk folder

Whether you have to write an email for a client, your teacher or your boss, it is important to know the correct way of writing a formal email. Although we write emails on a daily basis to our friends, family, and boss. However, we often forget to respect certain rules when writing it.

In this article, we will tell you how to write a formal email correctly, so you don’t miss the opportunity to impress and deliver the right message across.

How to write a formal email in business

Writing a professional email in business is quite a simple task. A perfect formal email is proof of professionalism for the recipient. You don't need to spend much time, but the small efforts can make it less time-consuming. Firstly, start by defining the purpose of every formal email writing. Also, it is important that your email contains information and is well-structured. Clearly explain what it is and help the recipient understand your problem.

It's also important to keep your business email short and concise without ignoring forms and rules. You must keep the email short so that readers can better identify important information. In addition, it saves everyone's time for senders and receivers.

General Format of Formal Email

1. Choose the subject of the email

The subject is the first thing that your recipient will read, and only one line appears when you open your inbox. Therefore, the subject should be written in a clear and brief way relating to the purpose of the email (to inform, invite, and encourage the recipient to take action). It should allow the recipient to understand what the email is about. Begin with writing the subject field for your formal email writing. It will give an idea about what an email is about, otherwise your email without a subject can end up in spam or trash folder. Some of the examples of email subject are:

• When you are sending a resume, you can write "Job application for XYZ job";
• When you are writing a formal email for

leave of absence you can write "Leave application request";

• When you are writing an email to ask about something, you can write "Request for information".

2. Begin writing the email

If you are sending a formal email to your boss, make sure to use polite formulas. The polite formulas (formal, informal, unknown recipient) must be chosen according to the situation. Ask yourself first: Is it formal or not?

Formal

In the formal context, you write the name of the recipient "Dear Mr. Mathew" or "Dear Susan". If you don’t know the name of the recipient you can write "Dear Madam or Sir".

Informal

In informal context, you can write "Hello Sophia" or "Hi John".

Unknown recipient

In case you don’t know who to refer, you can write "To whom it may concern".

3. Write the introduction section and the body of the email

The introductory sentence should accurately describe the subject of the email. Then, quickly introduce yourself in the first paragraph if necessary. You can write like "My name is Hugo Liam. I am writing to you concerning …."

Since the signature contains specific information about your status, it does not need to be widely displayed at the beginning of the letter. Some of the following sentences can also be used in the body of the message:

Informing

This is to inform you that …..

I would like to inform you about ….

Contacting

I am writing with regard to …

I am writing in connection with ….

Response

Thank you for considering my request.

Thank you for your prompt response.

Informative email (positive or negative)

I am writing to inform you about …

We regret to inform you …

Information request

Could you please provide me information about…

I’m interested in knowing …

4. Conclude the email

While ending the email, you can write "Thank you in advance (if you’ve made any request)" or "I’m looking forward to hearing from you soon."

In conclusion, use polite formulas when writing formal email to employer or HR. the polite formulas are:

Thank you

Yours truly

Sincerely,

Best regards,

Kind regards

5. Sign with your full name

If you have a professional title (manager, director, etc.), mention it under your name and add the name and the website link of the company you work for. If you don't have a professional title but you have your own blog or website, include the link under your name. The blog link has to be relevant with the content of your post. If you are sending a formal email to employer, make sure to include the address of your website or blog only if it is related to your career and not if it relates to your hobbies or interests.

6. Review the content of the email

Review the content of your email to ensure that you have not forgotten any important information and that you have not repeated yourself. You will find it very useful to read your email aloud or have it read by someone else. It is indeed always advantageous to have the opinion of a third party.

7. Proofread your email to correct grammar and spelling errors

If your e-mail provider does not offer an e-mail spelling and grammar program, copy and paste your message into word-processing software and check it automatically. There are many free online tools for grammar correction that you can use to ensure that your email is correct and error free. However, do not rely 100% on automatic corrections, because these can also go wrong sometimes.

Quick Email Writing tips to remember

• Do not write in capital letters.
• Use a good font style and correct size.
• Do not overlook punctuation marks.
• Do not use abbreviations for example: can’t, you’re, don’t, I’m, etc.
• Use formal vocabulary and sentence structure. Do not use slang terms.
• Consult the Dictionary and Styles module for more help.
• Proofread the email thoroughly to ensure it’s error-free.

With the walkthrough above, we hope now you will find writing a formal email easy. Be confident and follow all the key points to write a successful formal email.

An ordinary soul with an inquisitive mind and flair for writing. He likes writing on technology among other genres, currently works for Royal Britsh Essay Writers as a content marketing specialist.