How To Write An Email Example
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This article was co-authored by Tami Claytor and editor Rain Kengly. Tami Claytor is a etiquette coach, image consultant, and owner of the New York, New York-based Etiquette and Consistent Image Consulting Company. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies and community organizations. Tami has spent decades studying cultures through travels across five continents and has created cross-cultural workshops to promote social justice and cross-cultural awareness. She holds a Bachelor of Economics with a major in International Relations from Clark University. Tami studied at the Ophelia DeVore Glamor School and the Fashion Institute of Technology, where she received a certificate in Image Consulting.
How To Write An Email Example
Want to know how to write an email? It can be intimidating if you don’t know where to start. When sending an email, there is a general format to keep in mind. Make sure you know your recipients and the difference between formal and formal email. This guide will teach you how to write friendly, formal, and professional emails for every occasion.
How To Write A Professional Email
This article was co-authored by Tami Claytor and editor Rain Kengly. Tami Claytor is a etiquette coach, image consultant, and owner of the New York, New York-based Etiquette and Consistent Image Consulting Company. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies and community organizations. Tami has spent decades studying cultures through travels across five continents and has created cross-cultural workshops to promote social justice and cross-cultural awareness. She holds a Bachelor of Economics with a major in International Relations from Clark University. Tami studied at the Ophelia DeVore Glamor School and the Fashion Institute of Technology, where she received a certificate in Image Consulting. This article has been viewed 235,728 times.
To write a formal email, start with a formal salutation followed by the recipient’s last name and appropriate subject line, such as “Dear Mr. Smith”. Then, when you’ve finished writing the body of the email, end with a formal conclusion, such as “Sincerely” or “Thank you.” Then include your full name below the bottom of your email, followed by your title and company name, if you have one. Finally, under your name, add your phone number and email address. To learn how to write a friendly, casual email, scroll down! Writing an email to someone you don’t know well can seem a little intimidating – but don’t worry! If you know the basics of how to write formal emails, you can create a great email that is sure to leave anyone who reads it in awe.
The format of a formal email is similar to that of a formal email, the main difference being that formal emails use more formal language and phrases. Like a casual email to a friend, a formal email typically includes:
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By testing each of these elements individually in the context of a formal email, crafting the perfect message will be a breeze!
A subject line is simply the subject line of your email. Although this part of the email may seem very small, it is extremely important because it is the first thing that the recipient sees when receiving the email. The more engaging your subject line is, the more likely it is that recipients will read your email and respond faster.
The subject line should be clear, concise, and should tell the reader exactly what the email is about in just 5-8 words. Eg:
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Each of these examples is brief, straight to the point, and let the email recipient know. Always write the subject line in the specified box, as it is separate from the body of the email and can be easily forgotten!
Sometimes you may need to contact someone immediately, such as if you have a sudden family emergency and need to notify your employer that you will not be going to work. In a situation like this, you should start your subject line with “[Urgent]”, followed by any issues. For example, the subject line in this situation might be: [Urgent] Family emergency absence.
Don’t put the recipient’s email in the recipient line (the line above the subject line) until you’re ready to send your email. That way, you don’t accidentally send incomplete emails. This includes the Cc and Bcc lines.
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It is important to write a formal email greeting as it shows respect for the person you are emailing. Some formal email greetings include:
It’s important to choose an email greeting that fits the circumstances of your email. For example, if you are writing a formal email to your aunt Joan, you should use the greeting “Hello Aunt Joan…”. Conversely, if you were writing to a potential employer and asking about the job, you would use a more professional greeting, such as “Dear Mr. Doe…”.
Usually your greeting will be followed by a comma. However, it is also appropriate to use the colon in very formal situations. As a rule, as long as it’s a proper greeting, it’s fine.
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If you don’t know who the email recipient is, “To Someone It May Be Interested In” and “Sincerely” are appropriate formal greetings. However, if possible, it’s best to try to figure out exactly who you’re emailing and call them by name.
Email body is the main body of your email. This section usually focuses on one or two topics with the goal of stating and justifying whatever you are writing about. As a rule of thumb, you should begin your email body by explaining why you’re writing the email.
It is important to clearly state the purpose of your email so that recipients can understand why you are sending the email and can help you more easily. Some ways to showcase your purpose might include:
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If you’ve never spoken to the person you’re emailing before, briefly introduce yourself before stating your purpose. An example of this might look like this:
My name is Jane Doe, and I’m a senior at ABC High School. I write because I have read many of your articles in XYZ and was wondering if I could interview you for an essay I am writing for my Introductory Journalism class.
Try to keep your emails short. Remember that people want to read their email quickly. Do not include additional details if they are not necessary. For example, if you’re emailing a recruiter about a sick day, you may not need to go into all the details of your illness.
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Better to write “I feel very sick today and can’t go to work” instead of
“I feel very sick and have a high fever, stuffy nose and chills, so I won’t be able to go to work.”
It’s great to start an email with a “thank you” line when replying to a formal email. An example of a “thank you” line is “Thanks for getting back to me” or “Thanks for the quick reply.” What other rules might be helpful when replying to formal emails?
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The end of a formal email serves as the part to request a specific action and to show gratitude towards the person you are emailing. It would be better to balance your request with a polite sentence or phrase. Some polite phrases you can use are:
Like a formal email greeting, how you end a formal email depends on the circumstances. For example, in the example above, Jane Doe asks Mr. Scott if she could interview him for her Introduction to Journalism essay. Jane Doe has probably set a specific deadline for her and maybe Mr. Need Scott’s answer by a certain date so she can finish it. In this case, she could end her formal email like this:
Please let me know by November 12 if you would like to be interviewed. If you have any questions, I will be happy to answer them. Thank you for your time, and I look forward to hearing from you soon!
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It was a wonderful formal email that ended with Jane Doe making her request and expressing her gratitude for the time Mr. Scott can skip her schedule to read and respond to her emails.
Similar to a formal email greeting, choosing the right formal email signature is important as it adds a respectful tone to your message. Some polite formal email signatures include:
When signing official emails, you should always start a new paragraph for your signature and an additional paragraph for your own name. It is best to sign your first and last name in formal emails. If you are writing on behalf of an organization, put their name below yours. Here is an example of the correct signature format:
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Congratulation! You’re almost ready to send your email, but before you do, go through this checklist to make sure your email is perfect.
Greeting “Dear [name],
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