Most formal communications are now sent via email. This is why it is important to know how to write formal emails. Here we will discuss everything you need to know about formal email writing.
We need to understand the structure of email before email writing. Once we break the email into segments then It will be easy to format and structure a formal email or any type of email in an effective way.
So the most important thing is the clarity of the subject and then the structure of the email writings. Either in Formal email writings or in any business email writing clarity of message and subject matters at all.
How to write Formal emails in a perfect way?
There are three main parts of a formal email :
Contrary to what it may seem, the subject is one of the most important parts of the mail. Do not fall into the trap of putting “Hello” or a similar expression waiting for the recipient to find the reason for your email inside. The matter will make him open it or not, so you must be clear and concise. For example, you can use the phrase that best defines the content.
“Marketing Strategy Plan 2018-2019,”
“Sales Meeting 06/10/2018”,
“Agenda for Meeting 06/10/2018,”;
“Application for CEO position – (your name) CV.”
It is absolutely essential to adapt the greeting to your relationship with the receiver. That is, if you know him or if you don’t know him. In the case of formal emails, the correct expressions would be:
If you know him:
“Dear Mr. / Ms. Smith.” Keep in mind that Mr. is for men and Ms. for women.
If you don’t know him:
“Dear Sir / Madam” (singular, when you don’t know if the recipient is male or female or if you don’t know his name) or “To whom it may concern” (“To whom it may interest).
3.BODY OF THE E-MAIL (E-MAIL BODY):
In the body of the mail we will begin with the reason for the e-mail:
Some of the formal examples of emails body are given below:
“I am writing in connection with …” “I am writing in connection with …”
“I would like to ask you about …”
If information is requested, you can enter with these phrases:
I would appreciate it if you could send me detailed information about it…”
“Would you please send me more information about it…?”
“I am interested in… and I would like to know…”
Contractions mustn’t be used in the body of the mail nor abbreviations informal emails, for example, when you apply for a job.
That is, do not write “I’m interested in …” or “I’d like to ask you about …” This rule is more flexible in work emails, especially if you have already had previous contact with the recipient.
It is important to note that to start an email, the present simple should not be used but the present continuous in expressions such as “I am writing in reference…” (Not “I write in reference…”) or “I am contacting you…” (“I contact you… ”).
Other phrases that you may find useful are:
“I am writing on behalf of Mr. Juan Garcia Regarding …” (if you write from someone else)
“I would really appreciate it if you could …”
“We regret to inform you that …” (“We regret to inform you that… ”)
“Please find the attached file regarding this… ” (if you attach a file)
With regard to closing, there are a few expressions that you can memorize, and that will allow you to finalize a formal email in the best way.
“Thank you for your assistance in this matter. / thank you for your help.”
To acknowledge the help:
“If you need further assistance, do not hesitate to contact me. / If you have any questions, do not hesitate to contact me. ”
To offer to answer your questions:
“I look forward to hearing from you / I am looking forward to hearing from you.”
And as a farewell, these are some formal expressions:
- “Yours sincerely,” (if you know the recipient)
- “Yours faithfully,” (if you do not know the recipient)
- “Best wishes,” (“My best wishes”)
- “Kind regards” (“Cheers”)
And do not forget to sign the email with your name, surname, and position. That we have given is Email Writing Examples.
For Example :
+1 699 999 999