How to write a formal email

Nowadays, email is the most common form of business communication. It plays an important role in modern life. For instance, an email to recruiters or academics, a persuasive email to potential customers or business partners… so on. Why is it important to write a formal email? Because the recipients such as the company, recruiter, professor, clients and customers usually are in a formal situation and they may estimate your profession and skills based on your email. Hence, formal emails should be made in the professional way. 

There are 5 main parts you should follow to make sure that it gets right:

  1. Begin with a greeting
  2. Thank to recipient (optional)
  3. State your purpose
  4. Add your closing remarks
  5. End with a closing

So let’s get closer to each step:

  1. An email always begins with a greeting.

For the reader with formal relationship:

Dear Mr Kenny,

Dear Professor Javier,

For the person you don’t know the name or title in some rare circumstances:

To whom it may concern

Dear Sir/Madam

For a group of readers:

Dear Students,

Dear Customer,

Dear Co-workers

2. If you reply to an email from clients, customers, you should start with politely “thanks for his/her email”. For example:

Thank you for your contacting XYZ Company…

Someone has replied your email, you would say:

Thanks for your prompt reply…

Thank you for getting back to me…

3. Explain your purpose of email clearly and concisely. You may begin with:

I am writing in reference to…

I am writing this email to…

I am writing to enquire about…

Then move to the main text of your email with detailed information. Make sure that the grammar, spelling and punctuation get right so that you present your professional image and your company reputation. You also can try a punctuation checker like Grammarly.com or Gingersoftware.com to improve your overall text.

Keep in mind that people want to read emails fast, so pay attention to your clear and precise sentences or paragraph.

4. It is necessary to add your polite closing remark before finishing your email. Examples:

I look forward to hearing from you.

If you have any question, don’t hesitate to let me know.

Thanks for your patience and cooperation.

Thanks for your support.

Thank you for your consideration.

5. Your email closing may leave a lasting impression by an appropriate phrase with your name.

You might end with:

Best regards/Sincerely

Becky William

Officer HR, ABC office

[Email address goes here]

[Phone number goes here]

You should not use these closings in a formal email such as: Best wishes or Cheers

Last but not least, don’t forget to double check your email, grammar and spelling before sending. Make sure that it is perfect to convey your profession.

Published by Thuy Tran

Specialist In International Education Service, Content Marketer, Photographer

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