Do you need to know how to write a formal email? If you’re used to writing casual emails to friends and family, you may not know how to write a formal email properly. Show Don’t worry. You’re not alone. Many people struggle with writing a formal email. This article will help. Formal emails are often called for when you’re sending an email to someone you don’t know well. A formal email is also the right choice for some business situations. If you’re not sure whether to send a formal or informal email, it’s usually better to send a formal message. Are you ready to learn how to write a formal email? (graphic source)In this article, you’ll learn how a formal email differs from an informal email. We’ll provide examples of the various parts of an email so you can see the difference between informal and formal email messages. We’ll also show you how to properly write a formal email, format a formal email, and send a formal email. Plus, you’ll learn how email signature templates can give your formal email more impact. Get more helpful email tips and professional strategies in our free ebook, The Ultimate Guide to Inbox Zero Mastery. Now let’s get started with learning–either by watching the video tutorial:
or by walking through the detailed written steps below on how to write formal emails. 1. What Is a Formal Email?A formal email is typically sent to someone you don’t know well or to someone who’s in authority. Examples of someone who you might send a formal email to include your professor, a public official, or even a company you’re doing business with. If your workplace has a formal environment, use formal emails with your boss and colleagues unless you’re told to do otherwise. Many workplaces are moving towards a more casual environment and this often carries over to email communications. If you’re not sure what’s right for your workplace, ask. Casual Versus Formal Email: What’s the Difference?A formal email differs from a casual email. A casual email usually goes to a person you know well—often it’s someone you’re on good terms with such as a friend or family member. When sending a casual email, you don’t need to worry as much about structure and tone. In fact, part of what makes a formal email different from a casual email is the structure. A formal email has a very defined structure, with a definite salutation (the opening part of the email), signature section, opening sentence, and body. You also use language differently in a formal email than in a casual email. Avoid using abbreviations, contractions, slang, emoticons, and other informal terminology. The tone of a formal email is different as well. An informal email may not even use complete sentences or proper grammar, but a formal email always does. Here’s an example of formal email language: The meeting is scheduled for December 5th at 9:30 a.m. All students must attend. Your project updates are needed. Compare the formal language with the informal email language in this email: Required meeting—Dec 5, 9:30 a.m. Updates needed. See ya there. :) Both statements share the same information. But the tone of the first is much more formal. Notice the incomplete sentence, slang, and emoticon in the informal example. 2. Writing a Formal EmailWhile an informal email can often be sent quickly, writing a formal email typically takes a bit more thought and a bit more time. Careful consideration needs to be given to each email element. With that in mind, let’s take a closer look at some common elements of a formal email: Subject LineThe subject line is what the reader sees in their inbox. If the subject line is misleading or missing information, your email may not get read. The message may even be sent to spam. The more formal your email is, the more detailed your subject line should be. But beware of making your subject line too long. Here’s an example of a formal email subject line: Required Student Meeting: December 5th, 9:30 a.m. Compare that subject line with this informal email subject line: Upcoming Meeting Notice that the first subject line is more informative and complete. The informal subject line, sent to someone you know well, just barely touches on the topic. SalutationThe salutation directly addresses the person you’re sending the email to. It’s always used in formal email messages, but sometimes skipped in informal messages. Here are some examples of formal and informal salutations: If you’re sending the email to a group, address the entire group. Here’s an example: Dear Students, If you’ve got the person’s name you want to send the email too, it’s proper to use their name along with any title the person has. Here’s a sample formal salutation for an individual: Dear Professor Smith, If you don’t know the name of the person you’re trying to reach, you should make every effort to discover that information. As a last resort, it’s okay (but less effective) to address the email to the title of the person you hope to reach. Here’s an example of a formal salutation without a name: Dear Human Resources Director, In rare instances where you don’t know a person’s name or title, it’s okay to use this salutation: To whom it may concern, Contrast the formal salutation examples with the following informal salutations: Informal Salutation for a Group |