In today’s age, communication has been made easier with the use of emails. Students are able to send homework to their teachers electronically while employers can send out business emails to their employees.
An email functions more efficiently than a physical letter, as a message and its attached documents can be sent and received with a simple click of a button. But similar to a standard letter, an formal email must follow a specific format to effectively relay a message.
Before sending your email, make sure that your purpose is made clear. The purpose of your email should be expressed in the body, and the context of which must be reflected in the subject line. Otherwise, your recipient might interpret your email message differently.
Next, double check the email address of your recipient. Accidentally adding characters to the original address may cause the email to bounce back to you, or worse, be sent to another person.
Finally, secure a good email signature. Although you may have already mentioned your personal details on the body, this can still be emphasized through your signature. This usually contains your job title and contact details.
There are four key elements of a formal email that you must take note of, namely the subject line, the salutation, the body, and the signature.
Remember, formal emails have a certain tone. In order to maintain professionalism, it’s essential to use appropriate language in conveying your message. Proper grammar, spelling, and punctuation also play a significant role in the structure of your email.