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Email Writing

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21 views8 pages

Email Writing

Uploaded by

Jessi Mindset
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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How to Write a

Formal Email

Formatting a formal email


Emailing is all about context, so before drafting your message, take a moment to think
about your relationship with the recipient. Is it your boss, colleague, or potential partner?
This will help you define the appropriate level of formality - if you’re in doubt, it’s safer to
stick to a more formal version. Here are the key components your message should
contain:

1. Email Subject Line


A good subject line informs recipients what the message is about and why they should
read it. Try to make your subject line clear, specific, and concise. For example:

● Marketing Budget Q4: Please review by August, 31


● Meet the new VP of Engineering
● Spark for Android: First impressions from our users
● Requesting vacation for Aug, 10-20

2. Greeting
If you need help picking a proper salutation, check out our comprehensive list of email
greetings. Depending on the level of formality, your salutations can take various forms.
Here are some standard greeting examples:

● Hi [Name],
● Hello [Name],
● Dear [Name],
● Dear Mr./Ms./Dr./Professor [Last name],

3. Email body
Now, it’s time to craft the main part of your email. Here are some points to think about:

● Explain what you’re writing about. If you’re emailing a stranger, briefly


introduce yourself and get straight to the point. State the purpose of your email
clearly so a person can understand why you’re emailing them and how they
can help.
● Value the reader’s time. Provide a recipient with any additional information
they need to reply. At the same time, try to keep your email short and simple,
and don’t overload it with extra details.
● Make your email easy to read. Break your message into short paragraphs
and take advantage of headings and lists. Where appropriate, emphasize the
key information with bold or italics. Your aim to make your email as structured
and easy to skim as possible.

4. Closing
If you want your recipient to do something, a formal closing tells a recipient what’s next
and includes a specific call to action. If you’re just wrapping up the discussion you’ve
previously had, end on a friendly note to show a reader you’re willing to keep in touch
with them.
5. Signature
Here are some common phrases you can use to sign off:

● Sincerely,
● Best regards,
● Kind regards,
● Thanks again,

Samples:

How to Write a
professional email
Formatting a formal email
Emailing is all about context, so before drafting your message, take a moment to think
about your relationship with the recipient. Is it your boss, colleague, or potential partner?
This will help you define the appropriate level of formality - if you’re in doubt, it’s safer to
stick to a more formal version. Here are the key components your message should
contain:
1. Email Subject Line
A good subject line informs recipients what the message is about and why they should
read it. Try to make your subject line clear, specific, and concise. For example:

● Marketing Budget Q4: Please review by August, 31


● Meet the new VP of Engineering
● Spark for Android: First impressions from our users
● Requesting vacation for Aug, 10-20

2. Greeting
If you need help picking a proper salutation, check out our comprehensive list of email
greetings. Depending on the level of formality, your salutations can take various forms.
Here are some standard greeting examples:

● Hi [Name],
● Hello [Name],
● Dear [Name],
● Dear Mr./Ms./Dr./Professor [Last name],

3. Email body
Now, it’s time to craft the main part of your email. Here are some points to think about:

● Explain what you’re writing about. If you’re emailing a stranger, briefly


introduce yourself and get straight to the point. State the purpose of your email
clearly so a person can understand why you’re emailing them and how they
can help.
● Value the reader’s time. Provide a recipient with any additional information
they need to reply. At the same time, try to keep your email short and simple,
and don’t overload it with extra details.
● Make your email easy to read. Break your message into short paragraphs
and take advantage of headings and lists. Where appropriate, emphasize the
key information with bold or italics. Your aim to make your email as structured
and easy to skim as possible.

4. Closing
If you want your recipient to do something, a formal closing tells a recipient what’s next
and includes a specific call to action. If you’re just wrapping up the discussion you’ve
previously had, end on a friendly note to show a reader you’re willing to keep in touch
with them.

5. Signature
Here are some common phrases you can use to sign off:

● Sincerely,
● Best regards,
● Kind regards,
● Thanks again,

By following these guidelines, you can increase your open rates and ensure that your
emails are professional and effective.

Formal email examples


Please note that these samples are for reference, and we recommend you adjust them
to match the tone and level of formality appropriate for a particular recipient and
occasion.
Samples/Example : Question

Subject: Do you have student discounts for the Annual Coding Conference?

Greetings,

I would like to ask if you provide student discounts for tickets to the Annual Coding
Conference.

I’m a full-time student at the University of Texas and I’m very excited about your event,
but unfortunately, the ticket price is too high for me. I would appreciate if you could offer
me an educational discount.

Looking forward to hearing from you!

Best,
[Your name]

Example 6: Response to a complaint

Dear [Name],

I’m sorry for the unpleasant experience you had in our store and I can understand your
frustration. I have forwarded your complaint to our management team, and we’ll do our
best to make sure this never happens again.
I refunded your purchase, and your funds should be with you shortly. We also want to
offer you a 10% discount for your next purchase in our store. Please use this promo
code to get a discount: [link].

Please accept our apologies for the inconvenience you had.

Best regards,
[Your name]
[Job title]
[Contact details]

…….

Subject: Do you have time for a call this week?

Dear Mr. Albanese,

I recently saw your post on LinkedIn about looking to connect with wholesale
snack

vendors in your area. I own and operate AcmeCo Snacks, a


subscription-based wholesale snack supplier. I would love to have twenty
minutes of your time to discuss what I carry and pricing options. Are you free
for a quick call later this week?

Please let me know if you’d like me to share my summer catalog. We’ve got
some great new products coming in, and I’d love to walk you through our
packages.

I’m free Wednesday, Thursday, and Friday from 12–5 p.m. EST. Please let me
know a few time slots that work best for you.

I’m looking forward to chatting more!


Best,
Miriam Schneider
Owner & CEO, AcmeCo Snacks

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