How to Write Formal Emails

Wording a formail email correctly will make a good impression on the recipient.

Emails are often informal exchanges between friends or peers. However, sometimes you will be required to write a formal email, such as to a potential employer or a client. It is important that you do this correctly in order to make a good impression and appear professional.

Instructions

1. Write a subject line that is relevant and meaningful.

2. Open your email with a greeting such as "Dear Mr. Smith" if you know the name of the recipient or "Dear Sir or Madam" if you do not know the name of the person to whom you are writing.

3. Use correct grammar, spelling and punctuation. Avoid non-standard abbreviations, such as "u" instead of "you" or "4" instead of "for."

4. Clearly state the purpose of your email. Be specific and direct. Write clearly and concisely, and stay on topic. Use a cordial tone, but don't joke or try to be humorous.

5. End your email with a suitable sign-off, such as "Best regards" or "Yours sincerely." Follow this by writing your full name.

References

• Purdue Online Writing Lab: Email Etiquette
• University of Birmingham: A Short Guide to Email Etiquette at University