Do you need to know how to write a formal email?
There are many times that you may be expected to write and send a formal email such as chasing up an interview for a job or even an apology or a complaint. A formal email is not something that should be quickly rattled off without too much thought as you need to ensure that not only is your message conveyed fully but that it will also be viewed professionally. It is important to know how to write a formal email as it is as important how you say something as what you actually say.
How to write a formal business letter
The following stages will help you work through how to write a formal email of letter. Writing formal letters and emails is very different from what many people are used to but you need to do it correctly if you are going to put forward the right image. Follow our simple stages below and you will not go far wrong with your formal email.
Opening your formal email
Knowing how to write a formal email starts with opening your email correctly and getting straight to the point. A formal letter or email should always start with a formal greeting, not just “Hi” as many email users are prone to use. The following will give you the guidance that you need to select the right greeting for your email.
- Address your email using the persons surname: “Dear Mr. Smith”
- If you are well acquainted then you may use the recipients first name
- If you do not know their name use the relevant job title: “Dear hiring manager”
- Respect titles; if the person is a doctor or a professor use it
What should you write
Formal emails are not lengthy discussions or essays and should be short and concise at all times. You do not want to waste the reader’s time so you have to ensure that the subject of your email is bought up within the first paragraph to ensure that your email is not dismissed.
Keep concise and to the point within your email, it should never be more than 3 to 4 paragraphs long and should only discuss the issue that you have written the email about. To close you should always thank the person for taking the time to read and consider your request. End with “yours sincerely” or “Yours faithfully”.
Ensuring your formal business email is up to scratch
Learning how to write a movie review or a formal email is also about ensuring that you make the right impression with how you have written your letter as much as what you have written. This means ensuring that your email is completely free of all writing errors:
- Carefully proofread your work to eliminate any spelling or grammatical errors
- Eliminate any use of slang within your email
- Do not use contractions within your email; “Do not” not “Don’t”
- Avoid the use of anything that may be misinterpreted or not understood such as acronyms
- Never use all capital letters; you are not shouting at them
To make your email flawless you might consider using a grammar checker online.
For a well polished formal email just follow all of our simple tips above and you will quickly learn how to write a formal email.
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