How to properly write a formal email

Writing a professional and well put together e-mail is crucial in the modern times we live in. If you've got some sort of business aspect you're trying to push with e-mails, or even just contacting your business partners, you need to come off formal. You might find yourself wondering: How do I write a formal E-mail? Refer to our tips below, and check out the sample business e-mails that we've incorporated into the article.


Make sure that your e-mail address is suitable

The e-mail address that you're using should always be referring to you real name, this allows people to identify you a lot easier right off the bat. Never use your nickname or a different username for your e-mail, keeping it formal is key in every aspect. Use things like hyphens, underscores and even periods to collect an e-mail address that is just your name. Avoid extra letters and numbers, this ensures that you don't come off as unprofessional.


Keep it short and simple for the subject

The subject is what allows the receiver to identify the e-mail quickly. Keep it as short and simple as you can, stick straight to the point and always spell check everything. If you want to learn the formal letter format, you've got to start with the basics. This is one of the many rules of e-mail etiquette, and you should always abide by it. Check online if you need a template, there are many sites out there that offer free e-mail templates for people. (For example; “Lunch on the 23rd” or “Meeting at 3 p.m.”)


Proper E-mail Greetings

Be sure that you always refer to the recipient by their names. If they've got a title along with it (Mrs. Or Mr.) be sure to use it with their last name. This is the standard greeting for an e-mail, which is always followed by a comma or a colon. Using the recipients title along with their last name is much more formal and can make you come off as professional as you want too. If you don't know the recipients name, simply refer to them as Sir or Madam. (For example; “Dear Mr. Hagen,” or “Dear Madam,”)


Write your actual message

If you've followed everything to the tee so far, it's time to get the formal e-mail itself going. Formal greetings are always a good way to start off the e-mail, but when you're talking about the meat of everything you need to be specific, and be sure not to ramble on. Each and every formal e-mail should be no longer than 5 paragraphs, with no more than 5 sentences in each paragraph. Make sure you leave a space between each paragraph, and also make sure you avoid informal writing and keep it professional.


Saying Goodbye

Ending any formal e-mail or formal greeting depends on how your relationship is with the recipients. There are a vast number of ways to conclude your formal e-mail (Yours sincerely, Yours cordially, respectfully, Best wishes, etc) and it is what leaved the most impact on the recipients. Be sure to choose according on the intimacy level of your recipients. Check out these formal e-mail samples along with these formal greeting samples if you're still stuck.


Signing Formal E-mails

Signing a formal e-mail is where a lot of people get confused. If you've got a certain job title you want to project onto people, make sure that you include it alongside your name as the end of business e-mails. You should also include and links that pertain to you, as well as any contact information you've got. If it's a professional e-mail solely for jobs, be sure to leave any hobbies or anything non-business related out of the signature. Formal e-mail signatures should always have these components.

After you've signed and feel confident about anything, make sure that you proof-read your content before you send it out. A formal ending e-mail has no errors, grammatically as well as physically. Make sure that the e-mail looks nice and aligned before you send it. If you are sending out e-mail business letters then even better to look everything over more than once.

Follow these few tips and helpful hints and you should be writing perfectly formatted formal e-mails in no time. Formal business greetings are dependent on formal e-mails, so make sure that you always have everything in order before you send it off, even if it's a formal e-mail invitation!


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