Author Topic: How to write a Formal Email..!  (Read 328 times)

Karan Rawat

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How to write a Formal Email..!
« on: November 28, 2012, 04:06:20 pm »

Parts of Email
Here are the fields of the Email defined with example texts
Example Subjects
The Subject is more important than the email itself, it should be focused, clear and informative.
Strong Subjects:

    Invitation to the ABC Conference, Nov 2009
    Application for Account Manager Position #413 – Jane Smith CV
    Agenda for the meeting on Monday, 10am
    Party Invitation for John, Sally and Martin
    Updates on the building plans
    Meeting scheduled for Oct 15, Thursday @ 10am
    Great craft ideas using recyclable materials


Weak Subjects:

    Hi, Hello, How are you?
    First line of the email message
    Words to avoid: Help, Percent Off, Reminder, Free

Example Greetings : don’t misspell the name!

    Dear [name],
    Hi [name],
    Hello [name],
    To whom it may concern,

Example Opening Sentences

    Following our phone conversation, I am sending you…
    Attached please find the documents you requested regarding…
    In regards to the upcoming pilot program, I have listed below the tasks and deadlines that need to be completed.
    Further to our last discussion, I would like to bring to your attention the following issues:
    As we agreed, there will not be …
    Please reconsider our proposal for …
    In response to your job post for Marketing Director, please find below a brief overview of my skills. I have also attached my CV for your review.

Example Email Information in Detail : details, information and actions required.

    Here is the detailed list:
    In addition to the attached agenda, please click on this link http://www...
    To register for the online event, please go to...

Example Closing Sentences

    I look forward to your reply.
    Thank you for the time you have taken to review my candidacy for the position.
    Please don’t hesitate to contact me with any questions or concerns you may have.
    Thank you, in advance, for your time.
    I await receipt of the information we discussed.
    Please forward me the exact information.

Example Sign-offs before the Signature : identify yourself, company and contact information.

    Thank you,
    Best Regards,

Title, company name
Web Addres

Nidhi Bhandari

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Re: How to write a Formal Email..!
« Reply #1 on: November 28, 2012, 04:48:34 pm »
Now I can send a impressive mail to my Boss..! thanks a lot Karan(admin).

Karan Rawat

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Re: How to write a Formal Email..!
« Reply #2 on: November 28, 2012, 05:04:31 pm »
{{nointroimg}}If you're used to using email to catch up with friends, writing a formal e-mail might feel pretty foreign to you. It's not quite the same as writing a business letter, but it's definitely a huge step in that direction. Clarity, conciseness and being correct are the keys! To write a formal email, follow these guidelines.
[[Category:Email and Instant Messaging]]
== Steps ==
=== Sample Emails ===
[[Doc:Letter About Resolved Issue,Formal Letter of Apology]]
=== Writing Your Email===
# Use a neutral e-mail address. Your e-mail address should be a variation of your real name, not a username or nickname. Use periods, hyphens, or underscores to secure an e-mail address that's just your name, without extra numbers or letters, if you can.<br><br>[[Image:Write a Formal Email Step 1.jpg|center|550px]]
#* Never use an unprofessional email address. No one will take you seriously if your reply-to is monsigneur.harry.manback@slip’
# Use a short and accurate subject header. Avoid saying too much in the subject header, but make sure it reflects the content of your email to a person unfamiliar with you. If possible, include a keyword that will make the email content easier to remember and/or search for in a crowded inbox. For example, “Meeting on March 12th” is specific enough that the email topic won’t be mistaken for anything else but not so specific as to be distracting (ex. “Schedule, Guest List, Lunch Requests, and Meeting Overview for March 12th").<br><br>[[Image:Write a Formal Email Step 2.jpg|center|550px]]
# Use a proper salutation. Addressing the recipient by name is preferred. Use the person's title (Mr. Mrs. Ms. or Dr.) with their last name, followed by a comma or a colon. Optionally, you can precede the salutation with "Dear..." (but "Hello..." is acceptable as well). Using a last name is more formal and should be used unless you are on first-name terms with the recipient. If you don't know the name of the person you're writing to (but you really should try and find one) use "Dear Sir/Madam" or "Dear Sir or Madam" followed by a colon.<br><br>[[Image:Write a Formal Email Step 3.jpg|center|550px]]
# Introduce yourself in the first paragraph (if necessary). Also include why you're writing, and how you found that person's e-mail address, or the opportunity you're writing about. Ex.<br><br>[[Image:Write a Formal Email Step 4.jpg|center|550px]]
#* ''My name is Earl Rivers. I'm contacting you to apply for the administrative assistant position listed on''
#* ''My name is Arlene Rivers. I am writing about the traffic citation I received on December 31, 2009. I obtained your e-mail address for the Westchester County Clerk website.''
# Write the actual message. Be sure to get your point across without rambling; if it's fluffed up, the reader may glance over the important details. Try to break up the message into paragraphs by topic to make your message more logical and digestible.<br><br>[[Image:Write a Formal Email Step 5.jpg|center|550px]]
#* The email should be no more than 5 paragraphs long and each paragraph should be no more than 5 sentences long.
#* Insert a line break between each paragraph; indenting isn't necessary and will likely be lost during the email transfer anyway.
#* Be sure to [[Avoid Colloquial (Informal) Writing|avoid informal writing]].
# Use the correct form of leave-taking. This will depend on your level of intimacy with the recipient. Examples include:<br><br>[[Image:Write a Formal Email Step 6.jpg|center|550px]]
#* ''Yours sincerely, ''
#* ''Yours cordially, ''
#* ''Respectfully, ''
#* ''Best, ''
# Sign with your full name. If you have a job title, include that in the line after your name, and write the company name or website in the line after that. If you do not have a job title but you have your own blog or website related to the content of the e-mail, include a link to that below your name. If the e-mail is about a job, only include a career-related website or blog, not hobbies or interests.<br><br>[[Image:Write a Formal Email Step 7.jpg|center|550px]]
# Proofread your message for content. Make sure you haven’t omitted any important details (or repeated yourself). Reading your email aloud or asking someone to proofread it is a great way to get a different perspective on what you’ve written.<br><br>[[Image:Write a Formal Email Step 8.jpg|center|550px]]
# Proofread your message for spelling and grammar. If your email provider doesn’t already provide spelling and grammar options for you, copy and paste your email into a word processor, revise it if necessary, and copy and paste it back into your email.<br><br>[[Image:Write a Formal Email Step 9.jpg|center|550px]]

== Video ==
{{Video:Write a Formal Email|}}

== Related wikiHows ==
*[[Avoid Colloquial (Informal) Writing|How to Avoid Colloquial (Informal) Writing]]
*[[Ask Your Professor for a Letter of Recommendation Via Email|How to Ask Your Professor for a Letter of Recommendation Via Email]]
*[[Write a Business Letter|How to Write a Business Letter]]
[[es:escribir un e mail formal]]