Since email is often used for personal and informal purposes, it can be difficult to write a formal email.Follow a few simple guidelines when writing an email to a teacher, boss, business contact, government agency, or other recipients.Keep your message clear and to the point, and follow the guidelines for style, tone and format.Before you send an email, make sure the content is perfect.
Step 1: The email address should be a professional one.
Your email address should be a variation of your real name.If you can, use periods, hyphens, or underscores to secure an e-mail address that's just your name, without extra numbers or letters.It will seem like cool guy007@theemail.com is not professional.There is a suitable email address for it.
Step 2: It's better to stick to a professional style.
You can write using a variety of styles in most email services.For a formal email, use Times New Roman and Arial.Comic Sans or Old English are not recommended.Write your email in a legible style, such as a 12 point type.Unless they are justified by the purpose of the email, don't use italics, highlighting, or multicolored fonts.Don't use all caps.These make it seem like you are yelling.
Step 3: The subject line should be short and accurate.
The subject line should suggest what you are writing about in a few words.This helps make sure that readers don't overlook your email because the subject line is missing, is too vague, or suggests the email is unimportant.They are too vague or obvious to be useful.The schedule, guest list, lunch requests, and meeting overview for March 12th is long.Meeting RE: damaged escalator on March 12th is short and to the point.Your recipient is alert to a single topic and a specific date.
Step 4: It's a good idea to use a correct salutation.
The email should always be opened with a Salutations.If known, addressing the recipient by name is preferred.The person's title should be included.The last name is followed by a colon.If you want, you can say "dear..." before the salutation.If you don't know the person's name, use a salutation like "Dear Sir/Madam" or "To whom it may concern."
Step 5: If necessary, introduce yourself in the first paragraph.
If you don't have an existing relationship with someone, such as a new customer, hiring manager, or government official, tell them who you are and why you're writing.In the first sentence or two of your email, do this.When writing to a potential employer, you might say: "My name is Earl Rivers."I'm contacting you to apply for an administrative assistant position.
Step 6: The most important information should be top of the list.
You can follow up with the body of your email after you introduce yourself.The most important content should be near the top.The purpose of your email is clear with this.When writing to a government official, you might say: "My name is Arlene Rivers."The Westchester County Clerk website gave me your email address.I received a traffic citation on December 31, 2009.
Step 7: Get to where you want to go.
If you are polite, you can be direct for a formal email.It's harder to figure out what you want or need from your reader if you beat around the bush.When writing to a professor, don't waste space with unnecessary padding.Do you know me?CHEM 221 is my favorite class.I like the way the lectures are organized.I know what will be on the tests when I follow along.I was thinking about the next exam and writing something like: "This is Darlene Frankreich."A potential exam time conflict is what I'm writing about in your CHEM 221 class.
Step 8: You should keep it brief.
There is no set length for an email.It is a good idea to keep an email to a single screen size.Break your email up into short paragraphs.The line break should be between the paragraphs.
Step 9: Use a formal language.
You will want to give a good impression since formal emails are written for professional contexts.Use complete sentences.Slang Unnecessary contractions and Profanity jokes are things to avoid.
Step 10: It's a good idea to use a proper form of closing.
A variety of closings are acceptable in formal emails.If you have a signature, follow up with your full name and job title.Potential closings include "yours sincerely," "Yours cordially," and "Respectfully," to name a few.
Step 11: Send any necessary attachments.
To let the recipient know that they are included, mention the attachment in the email's body.To be courteous, try to keep the number of attachments and their file size down, and use common or widely compatible file types.A note should say "I am attaching a copy of my resume and portfolio in PDF format."
Step 12: Proofread your message to make sure it's all right.
Don't rely on the email service's spelling or grammar checker.It's a good idea to read your email aloud or ask someone to check it out.
Step 13: Make sure the email does not contain sensitive information.
Email is not a secure communication system.Remember that the email server can be hacked, and that your recipient might unintentionally share information that you don't want them to know.Passwords, account numbers, and confidential information should not be included in an email.