How to write a formal email

Knowing how to write the perfect formal email is an essential skill. Formal emails are necessary when you need to contact someone in professional settings. They’re used in business, politics, and during negotiations. It’s important to consider not only using an appropriate tone, but also proper formatting. We’ll show you how to make a professional email and discuss the best practices that will help you to avoid mistakes to make a great impression.

Formal email format

First, you’ll need to choose your professional email address. Keep in mind that this is one of the first things that your recipient will see. Make sure your email address is appropriate and includes your name.

The first step in the actual writing process is to use a clear and concise subject line. This is important – if you don’t use a subject line, your email could be ruled out as spam. Provide general information about your inquiry without making the subject too lengthy. Here’s an example:

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

This subject line example provides the necessary information without overwhelming the recipient.

The next important element is the greeting. Your greeting should address the person you are writing to. In cases where you don’t know the recipient’s name, it’s fine to use something general, like: “To whom it may concern.” In any case, try to avoid informal greetings such as “Hey” or similar.

Our first section can be considered an introduction. Provide the reader with basic information about you and briefly elaborate on the topic. For example, if you’re conducting a work meeting, you might include details about the topic of the meeting.

Next is the second paragraph. Explain the necessary background information here. Basically, this part of your formal email is meant to explain why you are writing in the first place. Use this section to answer any anticipated questions that your recipients may have; like the location of the meeting and the estimated duration of the meeting.

The closing section is the last part of your formal email and should be treated with high attention to detail. It’s the last thing your recipients will see and can leave a lasting impression. It’s a good idea to include a professional email signature to end your email.

Check your spelling and grammar

Formal writing leaves little room for mistakes. Simple errors can be avoided by checking your messages for possible errors before you hit send. With spell check, proofreading becomes a breeze. To access spell check settings, go to: Menu > Settings > General > Spellchecker or use the F7 key.

Following these standards guarantees that you always have the perfect composition for your formal emails. eM Client makes it easy to keep your formal messages consistent with innovative tools to enhance your communication. No matter what the task is, eM Client is here to help you leave a good impression. Read our blog to get inspiration on how to use your eM Client application features to improve your productivity.