Email is the most popular form of written business communication. It is essential that it should be well written with a professional touch.
Writing Formal Mails
1.Begin with a greeting
Always begin your email with a greeting, such as “Dear Henry”. If your relationship with the reader is formal, use their family name (e.g. “Dear Mrs. Wright”). If the relationship is more casual, you can simply say, “Hi Name”. If you are not sure about the recipient’s identity, you can write Dear Sir/ Ma’am.
The mail should have a subject line summarizing briefly and evidently the contents of the message. It should state the purpose or objective of writing the mail. Use the subject line to grab reader’s attention.
3.Use simplified language
Do not clutter the email with too many technical terms. The mail should not have long sentences and complex structures. Keep your message short and clear. Try and follow the KISS technique (Keep it Short and Simple)
4.The recipient should be kept in the mind while writing emails
The tone of the email plays an important role. Usually it is observed that upward communication has an element of humility. On the contrary, the downward communication is laced with arrogance. It is recommended to keep the tone neutral while writing the emails.
5.Use Passive Voice
While writing emails, it is recommended to use Passive Voice. Using passive voice makes the language subtle and less direct.
6.Ascertain following the rules of Punctuation, basic grammar and spellings.
In this era of extensive texting, the basic principles of grammar have lost their sheen. People have become oblivious to punctuation and spellings. Since emails are formal communication, we ought to follow the punctuation rules meticulously. Do not type the entire mail in the Upper or lower case.
7.Try to use positive words
The writer should use positive words as it reflects on his / her attitude towards life.
8.Add your closing remarks
Before you end your email, it’s polite to thank your reader and add some polite closing remarks. You might start with “Thank you for your patience and cooperation” or “Thank you for your consideration” and then follow up with, “If you have any questions or concerns, don’t hesitate to let me know” and “I look forward to hearing from you”.
9.End with a closing
The last step is to include an appropriate closing with your name. “Best regards”, “Sincerely”, and “Thank you” are all professional. Avoid closings such as “Best wishes” or “Cheers” unless you are good friends with the reader.
10.Proof read the mail
It is recommended to proof read and edit the mail before pressing the send button.
Format of a Formal Email
The default white background should be used for all emails. Colored backgrounds or scroll designs are deemed unprofessional and distracting.
Preferred fonts are Times New Roman or Arial, font size-12.
3. Font Color
Font should be navy blue or black only.
4. Contact Details
Official contact information like name, designation, email id, contact number, company logo, and address of correspondence should be mentioned in the signature area. Personal statements are best avoided.
5. First Name and Surname
They should be mentioned in the same font as used in the body of the email, only two font sizes larger. Cursive fonts are not recommended.
The following information should be supplied in the same font and size as the body of the email.