Years ago, mails were written on paper and it took longer for one person to send a message to another. For businesses, letters are important documents. Today, important documents can be sent in minutes through emails, establishing an effective business to business relationship. Applying for jobs have become much easier because of emails.For example, a email cover letter from an applicant can be sent through email.
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Email marketing has also grown due to its convenience in promoting products or services with just one click. Emails free up our time for more important matters. Check below to see how you can take advantage of emails.
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When Do You Write a Formal Email?
People are used to writing personal emails but when writing for someone within an organization, formality in emails is a must. The following are some situations that require you to write a formal email:
- Application (school, job application, promotion, etc.)
- Proposals (project, business, etc.)
- Emailing a superior (boss, teacher, etc.)
How to Address a Formal Email
Be it an interview email, a business email or a reply email, addressing the receiver or the reader of the email is the same. For businesses, it usually starts with the word “Dear” followed by the name of the recipient and ends in a colon.
In some letters, a comma is used after the name of the recipient. For instances, if the recipient is not close to you, using their last name would be most appropriate. If the gender is unknown, it is best to use the full name of the recipient. You may also see application email examples & samples
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Tips in Writing a Formal Email
Whether you are a boss, an employee, a representative of a company, or any other professional email, writing a formal email is part of the job. Even students and applicants are required to do so. Since a formal email is an integral part of our fast-paced technological world, here are a few tips that can help you write one:
- Address the recipient of the email in a formal manner. Use their full name and proper title.
- Use a formal and legible font. Avoid the sans and cursive ones.
- Also, use a readable but balanced font size. Do not increase the size of your characters just to make your email look lengthy. You may also see announcement email examples & samples
- Never use contractions such can’t, won’t, shouldn’t, and the like.
- Observe proper writing style and use formal words. Never use slang in a formal email.
- Refrain from using all capital letters in the writing the email in pdf.
- Follow the correct format. Use a justified alignment.
- Do not forget to include a relevant subject line.
- Focus on the subject in writing the message. You may also like complaint email examples & samples
- Make it concise and straightforward. Avoid using flowery words.
- If you have to include attachments, indicate it in the body of the email.
- Before sending the email, make sure that all details and parts are complete, from the salutations down to the signature. You may also check out internship email examples & samples
- Do not forget to double check spelling and grammatical errors.
- Double check if you have the correct email address of the recipient.
- Since it is a formal letter, send it only once to avoid spamming.