How to write a formal email

Formal emails can be useful in a multitude of ways. Most of the times you write such an email when you need to contact someone who you are unfamiliar with or who is in some way higher in the social hierarchy. It is preferably used in business, politics, or while negotiating something in general. The question is how to write a formal email that yields the results? As some people might struggle to write such an email, we are going to discuss the best practices that will help you to avoid mistakes and be professional.

Formal email format

A good idea is to divide your formal email into paragraphs to make it easy to comprehend. Consistency in formatting is a must and you should avoid typos and grammatical errors at all costs, especially when it comes to people's names. A sloppy email full of errors is not something you are aiming for.

The first step is to use a clear and concise subject line. Not using the subject line at all is a big mistake as it may be ruled out as a spam. You should provide general information about your inquiry while keeping it reasonably long. A good example might be.

Required staff meeting - November 11th, 10:15 am

As you can see it gives you the necessary information, while not overbearing the recipient.

Another very important part is the salutation. It should address the person you are writing to. In cases you do not know, it is fine to use a something general, such as: “To whomever it may concern.” In any case, try to avoid informal greetings such as “Hey” or similar.

Our first real paragraph might be called introduction and you should provide the reader basic information about yourself and briefly elaborate on the topic. Such as what will be the staff meeting be about. Let us say you wanted to call a staff meeting about current product margins.

Next comes the body of the email. It is our second paragraph and here you should provide all the necessary background information. You will assign tasks here regarding the margins and provide any further information. Basically, this part of your formal email is meant to explain why are you writing in the first place and possibly answer all the questions that your recipients may have; such as the location of the meeting and the estimated duration of the meeting.

Closing is the last part and should be treated with high attention to detail as it is the last thing your recipients see and can leave a lasting impression. It is a very good idea to have a consistent and professional email signature. You can check our blog for further information.

Formal email these days

We would like to show you here how using eM Client, can be beneficial to your work and routines. In case you are using formal emails on a regular basisregularly, it is a good idea to set up a template, so you always have a message prepared in advance that you can just quickly edit. Templates can be created in Menu > Settings > Mail > Templates and Signatures. You can also add and edit your email signature here. eM Client can serve as a full stacked text editor, so your templates or signatures can be adjusted to your liking. Also, it can automatically check your messages for possible errors. Therefore, proofreading becomes a breeze. No matter the task, eM Client is here to assist to always leave a good impression.