Tips to write A formal Email

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:)

Thank you for sharing this with us

Thanks a lot @Bhavya, Really I wonder earlier days. If there is formal letter and informal letter then it should keep in emails too. Now this is :cool:.

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Originally Posted by Ritika

Thank you for sharing this with us

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You are most welcome Ritika :)

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Originally Posted by assassin

Thanks a lot @Bhavya, Really I wonder earlier days. If there is formal letter and informal letter then it should keep in emails too. Now this is :cool:.

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It's my Pleasure :), I learnt it for my professional email conversation so thought to share it with you guys as well , Because everyone need to know this for their formal conversation:cool:

[QUOTE=Bhavya;1992]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.

Nowadays Email is very important thing in eny fields .thus so Your topic is really useful .these are tips and instruction helps to a proper email writing .thank you for your sharing

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Nowadays Email is very important thing in eny fields .thus so Your topic is really useful .these are tips and instruction helps to a proper email writing .thank you for your sharing

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Yeah Formal email writing is very important for our professional life.You are most welcome :)

Why don't you mention the signatures for your emails? That may help to fastest mailing for you.

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Originally Posted by Dhiya

Why don't you mention the signatures for your emails? That may help to fastest mailing for you.

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Yeah sure,Here is the way to set up a signature automatically added to emails you compose in gmail
1.Click the settings gear in your Gmail toolbar
2.Select settings from the menu that will have appeared.
3.Go to General
4.Make sure the desired account is selected under signatre
5.Type the desired signature in the text field
Example:-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.

6.Finally click save changes