How to Write a Formal Email

Knowing how to write a formal email can save you the time, effort and the cost of sending a letter. An email will never be as formal as a letter, however there are some vast differences in emailing formally as appose to emailing a friend or a relative. This ‘how to’ shows you how. 

Photo Credit: Designlazy.com

Steps

1- The subject of the email needs to be succinct and self-explanatory. The reader needs to know the nature of what will be in the body of the text such as “employment inquiry”.

2- As you will know their email address you will also most likely know their name. Address the email accordingly. A simple “Hello Mr Windsor”, or “Good morning Mr Windsor” will suffice.

3- Open with a general well-wishing in order for the rest of your writing to be well received. Something along the lines of “I hope you’ve managed to avoid this horrid weather”, or perhaps “I hope you enjoyed your holiday”.

4- State why you have emailed them in one standalone sentence: “I’m writing to inquire as to whether there are currently any vacancies in your marketing department”.

5- Provide more detail or make your ‘sell’ in the next paragraph or two. Emails should be short and to the point, as should the paragraphs. It’s better to have 2 separate paragraphs each made up of 2 sentences each, rather than one big paragraph of 4 sentences. 

6- Close with something friendly yet formal such as “Many thanks for your time in reading and consideration”, and then “Kind regards”, and then your name.

7- Underneath your name you should have your title and your contact details such as you landline, mobile/cell number, and your email address. Unless specifically required, there’s no need to write your address.

8- Proof read at least twice. 

Tips

If the email is of great consequence, perhaps save it and review it again the next day before sending it, as ‘having slept on it’, may provide you with greater perspective