Milette S.

Caliwan May 19,

2022
BFN 4970 – B4H Prof. Henrieto R.
Junio

Activity 4: Writing a Formal Email

Instructions:
1. Find out how to write a formal email.
A formal email format is almost as crucial as your greeting or how you sign off.
Because professional emails should be kept to a minimum of six items, you only need to
get six things right:
1.) Write a subject line that catches the person’s attention
Begin composing your official email using the subject line. We've previously
discussed restricting it to 10 words or fewer. But how many words is the ideal
number? According to Marketo analytics, subject lines of seven words or fewer are
more likely to be opened.
Because your subject line has so little room for mistake, it's essential to think out
what you're going to say. Consider the following while creating topic lines:
 Your recipient: Are you emailing the company's owner? What is a CEO? The
sales manager? Knowing which mailbox, you want to target can help you with
message and targeting.
 Your connection: How will you attract their attention? Consider something that
will pique their curiosity. Mention any meetings you have planned. Include any
demos you've done with the recipient. Mention a problem you can assist with if
you are cold emailing.
 Your credibility: This is significant. Do not flood your recipient's inbox with
subject lines that attempt to get them to open your email. If you don't have a
meeting scheduled, don't act like you do. If this is your first email, don't indicate
that you're following up on an earlier email only to get them to read it.
2.) Start with the right tone
Formal emails do not have to be formal. However, they must be professional and
appropriate for the nature of your message and audience. This is known as the email
 salutation, which is a fancy way of stating how you first greet your receiver.
According to business coach Barbara Pachter's book The Essentials of Business
Etiquette, the greeting sets the tone for the rest of the email, thus she advises avoiding
casual terms such as "Hey" or "Hi guys."
o "The relaxed nature of our writings should not affect the salutation in an email,"
she says.
o "Hey is a very informal salutation, and generally, it should not be used in the
workplace, and Yo is not okay either.
o “Use Hi or Hello instead."
She also warns against abbreviating anyone's name. If you're sending an email to
someone called Joseph, don't think they'll mind if you call them Joe. According to Meg
Prater of HubSpot, you should also avoid formal salutations like "Dear Sir or Madam."
3.) Make one key point
Data reveals that you have seven seconds to capture your recipient's attention after
they open your email, so don't squander it. That means cutting the fluff – here are
some terms and phrases to avoid in your emails. Skip the "I hope you had a good
weekend" and "I hope you are well" pleasantries since they not only waste time but
also do not correspond with what an official email should look like. Instead, get right
to the point of what you want the reader to know.
The Harvard Business Review (HBR) refers to this as the BLUF technique, which
involves writing your Bottom-Line Up Front (BLUF) so that the receiver can swiftly
answer the five Ws: who, what, where, when, and why. According to HBR's Kabir
Sehgal, the method succeeds because the reader can immediately and readily
comprehend the email's goal.
4.) Close it as you started it – formally
Finish with a signature that fits the email's tone—formal and courteous. When
signing off on a professional email, always include your first and last name, as well as
your firm and position. Include a title if you have one:
 Dr. Jane Doe, or
 Dr. Doe, or
 Jane Doe
 Include an electronic business card at the bottom of every email you send to
ensure you're checking all the boxes. You may generate formal signatures with a
program like Front that are automatically appended to the bottom of every email you
send. Simply build your signature on the dashboard, save it, and it will display on
every email you send!
5.) Put all the pieces together to create the perfect formal email
All that remains is to complete each step and compose your email. Assume you
were emailing the CEO of a company about a demo meeting. Formal emails follow a
strict protocol that doesn't vary much depending on the goal or who you're sending
them to. Message templates might help you save time. A message template is a fancy
phrase for an email template, so rather of creating formal emails from scratch, you
may save time by using a template.
6.) Formal emails should no-nonsense
Writing professional emails does not have to be dull, nor does it have to be time
consuming. The first step is to recognize that professional emails are rather
straightforward to compose. Simply create a concise subject line, include a
professional greeting, and get right to the point about why you're sending the email in
the first place. There is no nonsense.
If you follow these procedures, use appropriate language, and avoid informal
banter, you'll have a flawless official email that you can send to anybody from new
clients to CEOs. And, after you've generated the ideal formal email, you can store it
as a template so that next time you send one, you'll know it checks all the boxes.

2. What are the essential parts of an email?

The 4 Essential Parts of an Email
A. Subject Line - The subject line, arguably the most crucial component of the email,
determines whether your message is read or discarded. Additionally, adding a spam
tagline or a string of characters such as $$$ (or, in the United Kingdom, £££) might
direct it to the rubbish folder. The subject line should be accurate and informative,
and it should entice the reader to want to learn more about the material. In that
 instance, maintain an air of mystery while remaining truthful. If your email has
nothing to do with the subject line, the recipient will think poorly of you.
B. Salutation - The tone of the email is established at the outset. The reader is making a
decision about you and what you want in the first few lines, and whether or not they
will continue reading. Being too formal, impersonal, or unprofessional can all have a
negative impact. If you know the person's name, use it; if not, use "Hi" rather than
"To whom it may concern," which is stuffy and official. In company, and especially
in public relations, you must establish relationships, therefore sounding nice yet
professional is usually a smart strategy.
C. The Bit in the Middle - Long, rambling emails put people off, especially journalists
who receive dozens or even hundreds of unwanted emails every day. Even if the
receiver reads your email, a page-long essay would most likely prompt him or her to
shut it. Nobody has the time or want to read your life narrative. Keep your messaging
as brief and simple as possible, and provide information in an easily consumable
manner. Your writing purpose should be clear and delivered in a way that will appeal
to and relate to the receiver.
D. Ending - Assuming the receiver reads your email all the way through, the manner
you sign off is just as essential as the way you start. End your email by clearly stating
what you want the recipient to do, but without being demanding. Phrases like "I look
forward to hearing from you" or "Please let me know your ideas" elicit a reaction and
communicate that you want to hear from them. They are, nevertheless, casual enough
not to appear intimidating. Sign off with "many thanks" or "warm regards" or
something along those lines, followed by your name, including your first name. Mr.
and Ms. are unable to establish rapport.

3. How to start and end an email?

The manner in which you begin and end your contact will set your contact's
disposition for the two most critical times of this interaction: first, the manner in which
they will read your email, and second, the mood in which they will be after they do.
 Start with the right foot - The tone of the conversation will be determined by the
first words your consumer reads in the email. If you begin with 'Dear Sir/Dear
 Madam,' you instantly establish an impersonal and official tone; if you begin with
'Hello friends! ', the reader will instantly sense a youthful, easygoing, and casual
atmosphere for the remainder of the message. You won't be able to modify the
tone of the rest of the conversation after you've established it! So, straight
immediately, consider who your audience is and what the tone of your message
should be, so that the openness of communication suits the overall tone of the
email.
o Avoid having to construct a code that divides you from the audience by
segmenting your message into gender wherever feasible. Is it Sirs or
Madams?
o Use demographic information from your audience to deliver a gender-
specific communication, especially if your audience is mostly female.
 Finish as you started - It's critical that your communication concludes in such a
manner that your receiver thinks that the message is complete and that all it needs
to know has already been expressed, with the next step clearly stated.
 End with a call to action
o If you're sending a mass message with a more complicated structure than
regular ‘mail,' it's not really required to end in a typical fashion (for
example, with 'Best regards').
o Feel free to conclude the email in the most efficient manner for the nature
of your communication.
o Remember that an email marketing campaign may – and should – finish
with a call to action.
 Maintain the tone
o If it's a personal communication, always end with the same premise and
tone that you started with.
o What counts most, from 'Best regards' to 'Sincerely,' is that the conclusion
is consistent with the message's openness and body.
 Smooth a negative contact
 o If you're sharing what the recipient may see as bad news, attempt to end
before signing by softening the general tone of the message and thereby
combating the negative environment created by your message.
o An unfavorable circumstance can be mitigated, if not totally eliminated,
by saying something like "I shall be at your disposal to collaborate as
much as possible."
 A subtle personal touch
o If you want to add a more personal touch to your letter, a simple phrase
like 'My best wishes' may make all the difference.
o Sign with your name, followed by your position in the firm.

4. What is a subject line?

The subject line is what the reader sees when they open their email. Your email
may not be viewed if the subject line is deceptive or has missing information. The
communication might possibly be sent to spam. Your subject line should be more specific
the more official your email is. However, avoid making your subject line overly lengthy.
Here’s an example of a formal email subject line:
Required Student Meeting: December 5th, 9:30 A.M.

5. What is the correct format of an

email?
This picture is a guide on how we
should compose a proper or correct
formal email.
References:
“How to Write a Formal Email to an Organization: A Step-by-Step Guide.” Front, front.com,
https://front.com/blog/how-to-write-a-formal-email-to-an-organization. Accessed 19 May 2022.

Pitts, Anna. “The 4 Essential Parts of an Email.” The 4 Essential Parts of an Email,
www.entrepreneur.com, 10 Feb. 2013, https://www.entrepreneur.com/article/225719.

“How to Start and End an Email | Bloomidea.” Bloomidea, bloomidea.com,

https://bloomidea.com/en/blog/how-start-and-end-email. Accessed 19 May 2022.

Spencer, Laura. “How to Properly Write a Formal Email (That Gets Results).” Business Envato
Tuts+, business.tutsplus.com, 4 Aug. 2020, https://business.tutsplus.com/articles/how-to-write-a-
formal-email--cms-29793.