Writing a professional formal email in English is essential to learn, it is used when applying for jobs, communicating with your collogues, managers, and customers, and even applying for a scholarship.
Email writing is a tool that you must acquire to excel in your field whether you are a worker or student, you never know when you will need this skill. To help you out in acquiring this important skill we will give you some tips and tricks to master it. let’s get started.
What is a formal email in English?
Formal email refers to the emails used at work to communicate with colleagues, managers, and customers. Additionally, it is used when applying for a job, or a scholarship, or when a student communicates with his professor. It is mainly used in our everyday lives. To write professional emails you must clarify the message.
The formal email can be as simple as thanking your customer for meeting with you and wishing him/her a good day, or tasks emails which are used in work too. For students, it could be to ask the professor to write a recommendation letter, or to apply for a scholarship to study abroad. For a job seeker, it is used to apply for jobs to give a good impression. The skill of writing a formal email is essential to acquire and there are Business English Courses that are designed to teach that skill beside many other important skills.
What are the important elements of a professional email?
Here are the components that must be found in any formal email in English.
- Clear subject line, to state the purpose of the message.
- A clear message that shows the purpose of the email (body paragraph).
- A professional tone.
- A closing that clarifies the action needed.
- A sign-off
When to use a formal email?
Formal emails are used in many situations like:
- Communicating with your colleagues and managers.
- Communicating with your clients, customers, partners, and so on.
- Communicating with your professor whether to ask for a recommendation letter or to ask a question.
- Communicating with school administrators.
- Applying for a job.
- Applying for a scholarship.
- Communicating with customer service
8 tips to write the best formal email in English.
Here are some tips to help you write a professional formal email:
1. State the purpose of the email in the subject line.
When receiving an email, the first thing that you will see is the subject of the email, from which you will understand the purpose of the formal email. Tell me how many emails do you get daily and choose to delete them without even opening them? more than you can count. If you don’t want the same thing to happen with your emails then you need to write a concise, attractive, and relevant subject.
Write exactly what your formal email is about and make it clear. When the recipient receives the email, he will understand its purpose and what to expect from the email. Remember, clear subject, don’t write an unclear message to make it catchy.
2. Address the recipient properly
To start the formal email properly you should start with “Dear mr/ms” and then write the first name or last name of the recipient.
If you are sending an email to your colleagues then you could start the email with “Hello” or “Hi,” followed by the name of your colleagues’ name.
3. Keep the email body clear and focused.
To write a professional formal email it must be clear, and about one topic. For instance, if the email is about setting up a meeting, then it must only discuss this topic so that you don’t confuse the reader. Clarify any actions needed, and make it Concise.
4. Include your signature.
At the end of the email, you must write your signature. A signature must include your important information so that the recipient can communicate with you. Among the important information to include is the following:
- Your title.
- Phone number.
- Email address.
Of course, the receiver could just hit on reply to communicate with you but this step is important to eliminate any confusion. Also don’t forget to include all the actions required from the reader in the closing line, or else the recipient won’t understand what he should do with the email.
5. Proofread the email before sending it.
A vital step is to read your email more than once before sending it to ensure that there are no typos, spelling mistakes, or grammatical mistakes. If the formal email you send contains an error this will sound unprofessional, and give the reader a bad idea about you.
6. Don’t use a casual tone
When writing a formal email, you need to sound professional, you can’t add emojis or use slang words. Make the message clear, and professional, and avoid using any slang words.
7. Be careful of what you say.
When sending a formal email let’s say to your colleague avoid saying bad words about your manager for instance. Because the email can easily be forwarded to anybody and you could end up losing your job. Don’t type anything that you could regret later.
8. Clear actions.
To make the email clear and understandable you need to write clear instructions. What do you want the reader to do with this email? Make sure to clarify that at the end of the email. And don’t assume that the reader can understand what is needed from the overall message. Remember, the professional and formal email is the one that is clear and concise.
Professional Email example:
Here are formal e-mail in English examples to help you practice writing one professionally:
Greetings! I hope this message finds you well. I am writing to inquire about [insert subject or purpose of the email].
I would greatly appreciate it if you could provide me with more information about [insert specific questions or inquiries].
Please let me know if there are any documents or materials that I need to submit or review. I am more than willing to comply with any requirements or procedures necessary to expedite this process.
Thank you very much for your time and consideration. I look forward to hearing from you soon.
Now you know how to write a formal email in English professionally with the help of 8 easy steps. We hope you found what you were looking for and if you need any help drop a comment below or contact us.