How to write a Formal Email..!

Profile picture of the author Karan Rawat by Karan Rawat Posted: 11/28/2012
Subject is more important than the email itself, it should be focused, clear and informative.


Strong Subjects:

  • Invitation to the ABC Conference, Nov 2009
  • Application for Account Manager Position #413 – Jane Smith CV
  • Agenda for the meeting on Monday, 10am
  • Party Invitation for John, Sally and Martin
  • Updates on the building plans
  • Meeting scheduled for Oct 15, Thursday @ 10am
  • Great craft ideas using recyclable materials
Weak Subjects:

  • [blank]
  • Hi, Hello, How are you?
  • First line of the email message
  • Words to avoid: Help, Percent Off, Reminder, Free







Example Greetings : don’t misspell the name!

  • Dear [name],
  • Hi [name],
  • Hi,
  • Hello [name],
  • Hello,
  • To whom it may concern,

Example Opening Sentences

  • Following our phone conversation, I am sending you…
  • Attached please find the documents you requested regarding…
  • In regards to the upcoming pilot program, I have listed below the tasks and deadlines that need to be completed.
  • Further to our last discussion, I would like to bring to your attention the following issues:
  • As we agreed, there will not be …
  • Please reconsider our proposal for …
  • In response to your job post for Marketing Director, please find below a brief overview of my skills. I have also attached my CV for your review.

Example Email Information in Detail : details, information and actions required.

  • Here is the detailed list:
  • In addition to the attached agenda, please click on this link http://www...
  • To register for the online event, please go to...

Example Closing Sentences

  • I look forward to your reply.
  • Thank you for the time you have taken to review my candidacy for the position.
  • Please don’t hesitate to contact me with any questions or concerns you may have.
  • Thank you, in advance, for your time.
  • I await receipt of the information we discussed.
  • Please forward me the exact information.

Example Sign-offs before the Signature : identify yourself, company and contact information.

  • Sincerely,
  • Thank you,
  • Best Regards,
  • Thanks,

Signature
Name
Title, company name
Email
Phone/Fax
Web Addres
#email #formal #write

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