How To Send A Formal Email

Grammar Tips For Emails In English

How to Properly Write a Formal Email (That Gets Results)

In a formal English email, you should avoid:

  • Incomplete sentences

  • Long, complicated sentences

  • Grammatical errors

The last bullet point sounds obvious, of course, but grammatical errors in a formal email can make you look like you didnt put enough time or attention into your writing.

Figure out which English grammar structures or tenses that you struggle with, and practice them. Here are some grammar structures that will help you write better emails in English:

    Write down this list if you need to, and take your time to work through each of these structures and practice them in your writing and emails.

    And, if youre in doubt, use a correction software like Grammarly to help you double-check your grammar in emails.

    How To Properly Write A Formal Email

    Do you need to know how to write a formal email? If youreused to writing casual emails to friends and family, you may not know how towrite a formal email properly.

    Dont worry. Youre not alone. Many people struggle withwriting a formal email. This article will help.

    Formal emails are often called for when youre sending anemail to someone you dont know well. A formal email is also the right choicefor some business situations. If youre not sure whether to send a formal orinformal email, its usually better to send a formal message.

    In this article, youll learn how a formal email differsfrom an informal email. Well provide examples of the various parts of an emailso you can see the difference between informal and formal email messages. Wellalso show you how to properly write a formal email, format a formal email, and send aformal email. Plus, youll learn how email signature templates can give yourformal email more impact.

    Get more helpful email tips and professional strategies in our free ebook, The Ultimate Guide to Inbox Zero Mastery.

    Now lets get started with learningeither by watching the video tutorial:

    or by walking through the detailed written steps below on how to write formal emails.

    Formal Email Introducing Yourself

    A formal introduction email can come in handy in more than one situation. You might be reaching out for a job opportunity, advice, or school admission. Either way, the handy template below can be reused and customized to your situation:

    Dear ,

    I wanted to take the opportunity to introduce myself. My name is . I am .

    I look forward to .

    Best Regards,

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    Formal Email Subject Line

    In business, time is money, so be brief.

    Your subject line should be short and easy to understand. Tell your reader precisely what’s in the message. The ideal formal email subject line is a few words: “Leave Request”, “Meeting Request”, or “Customer Complaint”, for example.

    Formal email subject lines shouldn’t attempt to be overly friendly or funny either.

    How Do I Complain About Unprofessional Behavior

    Harry Oxley

    Respected Sir/Madam, This is regarding the above mentioned subject that Mr/Mrs __________, working at __________ of __________ is not behaving professionally. He/She misbehaved with me and my colleagues on __________.

    What can you use instead of dear in a letter? 7 Alternatives to Using Dear Sir or Madam in Your Emails

    • Dear
    • Dear Customer Service Team.

    How do you start a letter after dear?

    You can address the recipient , such as Mr. or Ms. If you have the full name of the recipient of your business letter, you can enhance the formal nature of the letter by starting with Dear followed by a personal salutation, such as Dear Ms. Levatson.

    How do you start the first paragraph of a letter? First Paragraph: The first paragraph of formal letters should include an introduction to the purpose of the letter. Its common to first thank someone or to introduce yourself. Dear Mr.

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    How A Formal Email Address Would Benefit Your Business

    If youre sending out promotional offers and newsletters or launching a marketing email campaign, your email address will be the first thing to make an impression on the recipients, so you should make sure its a good one. A formal email address increases your credibility.

    Here are some of the benefits of using a professional email address:

    • Customers and clients will perceive your business as a serious company.
    • Customers are more likely to remember your email and brand when you use a professional email address.
    • The only business youre promoting is yours.

    Today, its almost impossible for a startup to be competitive in the market without a strong online presence. Its important to have a corporate, presentable email address that you will use to develop a high-quality marketing and management strategy and achieve your long-term goals.

    The email address itself is an integral part of your companys image because it shows your future customers the level of professionalism they can expect. For example, a professional email address is a key ingredient in launching a successful email marketing campaign or trying to build a brand and make the company easily recognizable on the market.

    To manage your new address properly, use a supported email client that can save you and your team time and money. Mailbird is continuously updated, and its integration features provide everything you need right at your fingertips in one elegant dashboard.

    Craft The Body Of Your Email

    The body of your email is the most important part and contains the details and purpose of your message. Start with a paragraph to introduce yourself and explain why you’re sending the email. Next, your main paragraph explains the purpose of your email and includes any relevant details the recipient needs to know. The body can contain two or three paragraphs, depending on the purpose and complexity of the message. Finally, use your closing paragraph to thank the recipient for their time and reiterate any important information.

    Related:The Best Ways To Start an Email for the Desired Response

    Read Also: What Does Cc Means When Sending An Email

    Writing A Formal Email Best Practices

    Well look through many aspects of emails in depth, but lets start with a quick list of best practices to bear in mind:

    • Make sure that you have a professional email address. Sending a message from a.smith@.com looks far better than iluvcutecatsxxlol@.com.
    • Check how the person youre emailing prefers to be referred to dont call them Mrs, if theyre a Dr, for instance.
    • Avoid ALL CAPS text
    • Dont send attachments that havent been requested
    • If youre sending it to multiple people, use blind carbon copy , not carbon copy to avoid data issues
    • Dont use reply all unless everyone in the email needs a response
    • Use standard fonts
    • Proofread before sending

    No matter who youre sending it to, these best practices are key to keeping your email professional. Of course, theres more to it than that lets take a look in detail at aspects to consider.

    Example Of A Formal Email Complaint

    How to Write an Email

    Follow this sample when writing a formal email for a complaint:

    Subject: Product quality complaintâmodel 562 refrigerator

    Hello,

    I’m writing this email to register my complaint about a refrigerator I purchased at your store at 78 Hobson Avenue in Toronto, Ontario. I made my purchase on the 13th of June 2021 with my credit card.

    Unfortunately, after using the refrigerator for some days, I discovered it doesn’t cool the products properly. As a result, I lost almost $100 worth of groceries. I went back to the store to request a refund, but the store attendant refused to address my concerns. I am deeply disappointed about the quality of the product and the customer service in your store.

    I hope you can resolve this issue and stand behind your product. I’m a longstanding customer, and I’d appreciate it if you resolve this issue immediately. Thank you for your time.

    Yours sincerely,

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    Example Of A Formal Email To Make An Announcement

    Follow this sample for a formal email to make an announcement:

    Subject: Meet the new interns

    Dear team,

    I’m happy to inform you of the commencement of our summer internship program. We recruited 10 interns from four different universities across the province, and we’re excited to have them with us. Our interns are still in the skill pool, so they’re available to understudy tasks in any department. I hope you will all do your best to engage them and make their experience worthwhile.

    Feel free to say hello to the interns on our work page, and make them feel welcome. Thank you all for your time.

    Best regards,

    The Format Of A Formal Email In English

    • Introduction

    Introduction

    Depending on the type of relationship you have with the person youâre writing to, there are different ways of starting an email, but any email should always start with a greeting. In our specific case being formal, the most appropriate options are:

    • Dear Mr/Mrs/Ms
    • Dear Sir/Madam or more generally âTo whom it may concernâ

    After the initial greeting you need an introductory sentence that indicates clearly the reason for writing and is consistent with the subject of the email. Introduce yourself briefly , then follow on with:

    • I am writing with regard toâ¦
    • I am writing in connection withâ¦
    • I am writing in reference toâ¦

    If youâre writing an email to send information, you can start with one of the following sentences:

    • I am writing to let you knowâ¦
    • I am delighted to tell youâ¦
    • I regret to inform you thatâ¦

    If instead youâre replying to an email you received, you can say:

    • I am writing in response toâ¦
    • I am writing in reply toâ¦
    • I am writing to thank you forâ¦

    Body of the text

    There are no conventional formulas for writing the body of the text because this varies according to the function of what you need to communicate. Itâs useful to prepare an initial draft and then proceed with any corrections.

    The general rules are that the text should be divided into short paragraphs that avoid abbreviations and acronyms, both of which you can use, on the contrary, when you write an informal email to family and friends.

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    Example Of A Formal Email To Request An Internship

    Follow this sample to request an internship:

    Subject: Computer engineering graduateârequest for graduate internship slot

    Dear Ms. Rodriguez,

    My name is Taylor Carter, and I just completed my computer engineering program at Willsby University. While searching for a graduate internship, I came across your page based on a recommendation from my course advisor. It was exciting to find that not only are you an alumna of the computer engineering department at Willsby University, but you were also valedictorian of your class, a feat I’m honoured to have in common with you.

    Discovering that you’re the head of IT at CGD Computer Services piqued my interest in a graduate internship at the firm. CGD is one of the most prestigious computer engineering firms in the country. I believe the fast-paced work environment and diverse talents can help me grow as a professional.

    Kindly find attached a copy of my resume and cover letter. I look forward to hearing from you. You can contact me through this email address or on my mobile number, 443-554-7786.

    Thank you,

    Dealing With A Client Issue

    How to Start a Formal Email: 14 Steps (with Pictures ...

    Subject: Our apologies on your recent order

    Dear Mr. Blankenship,

    I am very sorry to hear about the delay in your order, and I empathize with your frustration. I am following up with our team now to see if theres any way we can expedite the process. I am also making efforts to ensure this situation never happens again.

    In the meantime, I am prepared to offer you a partial refund on your order, and a discount of 15 percent off your next purchase with us.

    Please accept my apologies and let me know if there is anything else I can do for you.

    Sincerely,

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    Choosing The Tone Of Your Email

    Formal does not mean cold. Its okay to be warm and friendly in a formal email.

    Here are some things to avoid:

    • Emojis or emoticons

    • Jokes, slang, or idioms youre not very familiar with

    • Words like gonna or wanna.

    • Too many exclamation points

    It would be best if you were warm and friendly in your email. But it doesnt mean that you should be overly polite or apologetic, as in,

    • Sorry to bother you, but could you?

    In fact, directness is much more effective if you want to get things done. Take it from me, someone who apologizes too much.

    If your tone is too apologetic, and if you dont make it clear that you want someone to do something, they may not do it. They may think you are only making a suggestion instead of asking for them to do something.

    Take a look at the examples below to see what I mean. The first sentences are a little too polite and indirect:

    • I have attached a contract below.

    • Please read and sign the contract before sending it back to me.

    • When are you available for a meeting?

    • Let me know when youre available to meet.

    • It might be good if you reached out to Barbara.

    • Can you please reach out to Barbara?

    If that still feels too direct to you, you can always soften it a bit with:

    • If you let me know when you can meet, Id appreciate it.

    • If you wouldnt mind reaching out to Barbara, that would be great.

    Were still asking for them to do something, but were using some indirect language.

    Craft Your Subject Line

    Keep your subject line to seven words or less for optimal open rates, and dont try to dazzle your reader with extreme subject line wit at first email. Before you write your subject line, ask yourself three questions:

  • Who is my audience?” – Is it an executive, a marketing manager, or maybe a small business owner? Knowing who your audience is will help with step number two
  • What do they care about?” – Your subject line is your readers first impression of you . Make it count by focusing on something they care about. That might be a mutual connection, a business pain point, or a meeting youve already scheduled. Make your subject line relevant to them and earn the email open.
  • Does my subject line reflect whats inside?” – Never try to trick your recipient into opening your email. If you send a message with the subject line, “Regarding next weeks call,” and you have no such call scheduled, youre asking to get marked as spam and lose all trust and credibility.
  • Short, clear, and concise is the best way to open formal correspondence. Here are some examples:

    • RE 6/8 demo call with HubSpot
    • recommended we chat”
    • Meeting RE: demo call with HubSpot
    • Follow Up RE: Phone call with HubSpot
    • Question about
    • A for
    • We have in common

    Want more great subject line inspiration? Check out this list, guaranteed to get prospects to open, read, and respond.

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