Today e-mail communication has almost entirely replaced the traditional letters. E-mail is one of the cheapest and fastest mode of communication that is easy to be operated by anyone who has a basic knowledge about computers and internet. E-mail is also flexible than its alternatives and enjoys the status of being the spirit of the age. E-mail has also become valid and is used for legal and official purposes all over the world.
Here we are going to look how to write a professional / official / formal e-mail…
Structure of a Formal Email
The below sample will give you an insight towards the various components of a formal e-mail.
Subject Line
The subject line of an e-mail is important because it is how you introduce your e-mail to the recipient. Here are a few tips how your subject line should be.
- Never Leave it Blank
If you leave your subject line empty, it will give a negative impact on the recipient about your message.
- A clue to the content
The subject should carry a clue to the theme of your message.
- Keep it Short and Accurate
The subject line should preferably be 2 to 5 words
- Include Keywords
- Use only Specific Words
- Make it look Professional
- Avoid words like ‘Urgent, important, hi, hello’ etc. in subject
Salutation
- It’s Flexible
- Use it Properly
- Person’s title followed by first name
- Use the person’s last name for a more formal tone.
- Use ‘Dear Sir/Madam’ if it’s a very formal letter.
- Examples: Hi John/Mr John/Hello John/Dear Sir/Hi Anna
- If you don’t know the name of the recipient, use “To whom it may concern”
Opening Statements
➤ Introduce yourself if necessary
Example: I am John Smith from the ABC company, writing for…
➤ Start with a pleasant statement
Example: Hope you are doing well
➤ If you are replying to a letter, start by saying it
Example: I am writing to follow up on our discussion last Wednesday.
➤ Thank the recipient
Example: Thank you for writing to me.
➤ State your purpose
Example: I am writing this to enquire about…
➤ Writing with reference to…
Example: I am writing this in reference to… / I am writing in response to…
Body of the Email
- Keep it Short - No more than 5 paragraphs (ideally 3 paras)
- Do not use indenting (insert a line break between paragraphs)
- Adopt a suitable tone
- Say No to SMS languages
- Do not use bold characters
Dear Mr John, ______________________________________ __________________ ______________________________________ ______________________________________ ______________________________________ ___________ ______________________________________ ______________________ _____ ___ ___ |
Closing Statements
- When a reply is expected
➤ Please let me know of your take on this.
Or
➤ I look forward to hearing from you
- When you need a help
➤ Thank you for your consideration
Or
➤ Kindly help me on this
- When you clarify something
➤ If you have any questions or concerns, don’t hesitate to let me know
Complimentary close
- Include an appropriate closing
- Choose the best phrase according to your intimacy with the recipient
- Use a comma after it
- Samples
➤ Faithfully,
➤ Thanks and Love
➤ Warm regards,
➤ Love,
➤ Thank you,
➤ Yours cordially,
➤ Best,
➤ Cheers,
➤ Respectfully,
➤ Best regards,
➤ Yours sincerely,
Send the E-mail
✓ Proofread
✓ Spell check
✓ Add attachments if necessary
✓ Send it….!
