How To Write An Official Email

Making An Announcement To The Team

How to write professional emails in English

Subject: Q3 sales: We did it!

Hello all,

I am pleased to announce that we have achieved our quarterly goal of reaching $500,000 in sales. Congratulations are in order.

I am impressed with the extra work you have all put in to make this happen. You will each be receiving a bonus proportional to the sales you have achieved we are currently discussing the specifics.

Look forward to hearing from us soon, and keep up the great work!

Thank you,

Basic Formal Email Structure

Before we get into different email templates, its important to know how to build an email yourself. For the most part, every email, regardless of its contents, will follow the same structure with the same basic elements. You should get to know these elements in order to ensure proper and effective email writing as a whole.

The basic elements of professional email writing:

  • Your email address
  • Now lets break these down, one by one.

    How To Format Your Email Closing Properly

    The closing of your business email is like the closing of a business letter. It should look something like this:

    Final paragraph of email body .

    Closing phrase,

    Signature Template

    First and Last Name, Title and Company Phone, Email, URL

    You may wonder whether you need to include contact information below your name if you’re using an electronic signature template. The answer is “yes.” It’s important to also type the information below your name since some email accounts block images. If you leave contact information out below your name, a recipient whose email account blocks images won’t know how to contact you.

    But what closing phrase should you use before your signature line? Let’s discuss some common business email closing sentences.

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    Email Sample : An Announcement Or Statement

    Subject: New member in the team!

    Dear all,

    I am glad to introduce you to , who will be assisting us as an intern for the next 6 months. He is a third-year Economics student at , and is excited about joining the team.

    I hope to see you all welcome him into the office and provide him with your help and feedback wherever necessary.

    Fond regards,

    Tip: Convey happiness or excitement in formal emails only with words and appropriate amounts of punctuation, like the occasional exclamation point.

    Using Templates For A Formal Email

    10+ Formal Writing Examples

    One way to add extra impact to your formal email is to use aprofessionally designed signature template. A signature template adds graphicinterest to your email. A signature template also includes your completecontact information.

    Heres an example of an email closing with a professionallydesigned signature template:

    Note: Theprevious example uses the Email Signature Template Pack from Envato Elements, which is a good source for professional email templates like the one used in the example above.

    Notice the difference that a quality template makes. For more great examplesof email signature templates, review the article:

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    Write A Brief Message

    Skip one line after the salutation and begin your message.

    Skip one line between each paragraph rather than indenting paragraphs because email-based text formats, including indentations, are notoriously unreliable.

    Remember that your recipient may read your email on a small-screen device, so keep your message as brief as possiblewithout sacrificing clarity, of course.

    When To Write A Formal Email

    First things first.

    When should you write a formal email?

    Im not talking about timing your email, though that may be an important consideration depending on the context.

    Instead, I mean: when do the circumstances demand a formal email?

    • Audience. One of your biggest considerations is going to be your audience. To whom are you writing, and how much do they care about this kind of thing? Generally speaking, if youre writing to a superior, to a client/prospect, or to someone you dont know, you should speak formally. Additionally, speaking to a large group usually demands formality.
    • Character. What kind of image are you trying to present? Are you writing as an individual or on behalf of the company? If youre writing as the voice of the company, formality is almost always required. Otherwise, are you trying to be friendly and casual, or trying to be taken seriously? Use your best judgment here.
    • Reason for the email. Finally, consider the reason for the email. Are you making a big request? Are you making an apology? Are you announcing something? Are you making an introduction? These topics all require some formality. Are you sharing a meme? Are you asking a friend to lunch? Are you continuing a loosely flowing email thread? Formality isnt as important here.

    If youre not sure whether the situation demands a formal email or not, err on the side of formality. Better to write a formal email and not need it than to be too casual when a formal email was warranted.

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    Take These Notes Carefully If You Dont Want To Be Complaint Back

    • Quickly get to your problem

    Its always better to be direct and succinct. Dont write 1234 words about the weather, the good memories you had with the receiver in order to comfort or strong words describing how angry you are. Just clearly explain the situation. Its not worth wasting both your and their time.

    • Tell them about your desire

    You should, definitely, include your expected resolution in the mail the more clearly the better. You dont spend up to 10-30 minutes writing for nothing. And dont forget to set a time limit for the solution. You can also ask for an early reply.

    • Write it respectfully

    You might be angry or very dissatisfied now. But being polite is still a must . It doesnt matter whom you are writing to, use a positive and respectful tone.

    • Dont be afraid

    Complaining is not something mean if your complaint is reasonable and it must not be negative. Sometimes its good for your receiver if your mail can make them realize their wrongdoings/problems and improve in the future. Be honest, straight, comfortable and remember you are not a witch who is harming other people. Sometimes, this type of email is so common that several major businesses have to deal with on a daily basis.

    Overall, writing a complaint email is not too easy but its not as hard as you think. We hope this post will help you know how to write a complaint email effectively and get action from your complaint email. Remember: the squeaky wheel gets the grease!

    • TAGS

    Is Sending An Email Appropriate

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

    Email is just one of the many channels of communication, and its not universal. For example, emails dont imply an immediate reply. If theres something urgent, its better to ping a person in a messenger or just call them.

    Email isnt the best place for delivering bad news or starting a conflict. Its always a bad idea to send emails while youre upset or angry. If you need to say unpleasant things to someone, do it in person.

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    What To Include In Your Job Application Email

    Your email job application letter is a cover letter. This means that the intent of the email is to let the recipient know:

    • Why you are writing
    • Which job you are applying for
    • What your qualifications are for the job
    • What you have to offer the company
    • How you will follow up or how the recipient can get in touch with you

    How To Write An Official Letter

    Creating a concise and clear official letter can help explain your intent and purpose in a way your audience may easily understand. Follow the steps below to learn how to write an official letter.

  • Set up your font and margins.
  • Create your heading.
  • Use your body paragraphs to state your reasons for writing.
  • Add your closing body paragraph and signature.
  • Mention and add your enclosures.
  • Proofread and send your letter.
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    Express Gratitude To The Recipient

    For letters of queries, start the body of your letter by thanking the recipient for her request. For inquiries about the companys plans, you can start with: Thank you for contacting the XYZ Businesses. Or perhaps if one has replied to your email, you can start with: Thank you for your prompt reply.

    Thanking the reader will put him/her at ease and it will definitely make you appear more polite. Obviously, thank you notes are not required when you are starting a communication.

    Learn More About Email

    9+ Business Email Writing Examples

    Take your email learning further so you can not only write better, but also keep your email inbox organized and be productive. Timely responses and keeping on top of the mass of email you receive are just as important as effective email writing techniques.

    Grab our free ebook: The Ultimate Guide to Inbox Zero Mastery. It’s packed with actionable strategies to help you manage your email more professionally.

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    Casual Versus Formal Email: Whats The Difference

    A formal email differs from a casual email. A casual emailusually goes to a person you know welloften its someone youre on good termswith such as a friend or family member. When sending a casual email, you dontneed to worry as much about structure and tone.

    In fact, part of what makes a formal email different from acasual email is the structure. A formal email has a very defined structure,with a definite salutation , signature section,opening sentence, and body.

    You also use language differently in a formal email than in acasual email. Avoid using abbreviations, contractions, slang, emoticons, andother informal terminology. The tone of a formal email is different as well. Aninformal email may not even use complete sentences or proper grammar, but aformal email always does.

    Heres an example of formal email language:

    The meeting is scheduled for December 5th at 9:30 a.m. All studentsmust attend. Your project updates are needed.

    Compare the formal language with the informal email languagein this email:

    Required meetingDec 5, 9:30 a.m. Updates needed. See yathere. 🙂

    Both statements share the same information. But the tone ofthe first is much more formal. Notice the incomplete sentence, slang, andemoticon in the informal example.

    Formal Email Of Request Exercise

    When asking somebody for something in a business or professional email, it’s essential that you both explain what you want clearly and ask them in the right way. If you don’t, you increase the probability of the person receiving it saying no, becoming angry/annoyed with you or being confused about what you are asking them for.

    Fortunately, writing a good and effective formal email of request is easy to do when you understand what makes a good one and why.

    For a formal email or letter of request to work, it needs to be easy to read for the person receiving it. And you do this by how you both structure what you write and the vocabulary you use in it.

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    Email Closing Example 1

    Imagine receiving an email about an exciting new business opportunity. As you read the email you think to yourself, “maybe I should give this a try?” At the same time, you’re also wondering “who sent this email to me?”

    So, you skim down to the bottom of the email, only to find that the sender has signed off on the email as “Brian.” There’s no last name and no contact information.

    Who on earth is Brian?” You wonder. Not remembering anyone named Brian, you conclude the email is spam and you move it to your trash folder. If the sender had thought about how to end an email with contact information you might have given it a second look.

    Keep Messages Clear And Brief

    Video How to write a formal email

    Emails, like traditional business letters, need to be clear and concise. Keep your sentences short and to the point. The body of the email should be direct and informative, and it should contain all pertinent information. See our article on writing skills for guidance on communicating clearly in writing.

    Unlike traditional letters, however, it costs no more to send several emails than it does to send just one. So, if you need to communicate with someone about a number of different topics, consider writing a separate email for each one. This makes your message clearer, and it allows your correspondent to reply to one topic at a time.

    Bad Example

    Subject: Revisions For Sales Report

    Hi Jackie,

    Thanks for sending that report last week. I read it yesterday, and I feel that Chapter 2 needs more specific information about our sales figures.

    I also felt that the tone could be more formal.

    Could you amend it with these comments in mind?

    Thanks for your hard work on this!


    It’s important to find balance here. You don’t want to bombard someone with emails, and it makes sense to combine several, related, points into one email. When this happens, keep things simple with numbered paragraphs or bullet points, and consider “chunking” information into small, well-organized units to make it easier to digest.

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    Open With A Salutation

    Begin with the salutation Dear : if your message is particularly formal.

    In most cases, Hello, . is the better option because dear may sound too reserved for the email format, which is decidedly more relaxed than a letter.

    If your message is a bit more casual, you can also customize your salutation to the time of day, such as Good morning, .

    Visit my post How to Punctuate Salutations in Emails and Letters for more information onyou guessed ithow to punctuate salutations.

    Using Contractions In Formal E

    If your e-mail communication happens on a very official capacity , try to avoid contractions. It means you have to write I am instead of Im and so on.

    The less formal the e-mail is, the more likely you are to use contractions, and by the way if I were to write the above e-mail in real life, I would most likely write Im looking forward instead of I am looking forward and so on.

    Im a really friendly guy, you know, so personally I would see the lack of contractions as a too formal way of writing.

    But then again it all might depend on the company policy, so I guess its always best to run it by someone first just to avoid getting yourself in trouble!


    P.S. Would you like to find out why Im highlighting some of the text in red?Read this article and youll learn why its so important to learn idiomatic expressions and how it will help you to improve your spoken English!

    P.S.S. Are you serious about your spoken English improvement? Check out my English Harmony System HERE!

    P.S. Are you serious about your spoken English improvement? Check out the English Harmony System HERE!

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