How to Write a Formal Email with 6 Examples - Spark Mail

Here are some email greeting examples: Hi [Name], Hello [Name], Dear [Name], Dear Mr./Ms./Dr./Professor ... Weusecookiestopersonalizeyourexperienceonourwebsites.Byusingourwebsite,youagreetotheuseofcookiesasdescribedinourPrivacyPolicy. OK Share HowtoWriteaFormalEmail Sep26th2019 493606 Weallwriteallsortsofemailsatwork:Announcingcompanynews,requestinginformation,replyingtoclients,followinguponmeetings,andmore.Ifyoufeeluneasyaboutcraftingsuchmessages,we’reheretohelp! Inthisarticle,you’lllearnhowtowriteaformalemail,whatisaformalemailformat,andhowtomakesureyourmessageisclearandprofessional.Atthebottomofthispage,you’llfindacoupleofformalemailexamplesfordifferentoccasions.Feelfreetousethemforreference! Becomethebestatemail SendprofessionalemailswithSparkandusehandyemailtemplatestosavetime Download Emailingisallaboutcontextsobeforedraftingyourmessage,takeamomenttothinkaboutyourrelationshipwitharecipient.Isityourboss,colleague,potentialpartner?Thiswillhelpyoudefinetheappropriatelevelofformalityforyouremail.Ifyou’reindoubt,it’ssafertosticktoamoreformalversion. Formalemailformat:Whattoincludeinyouremail Writingabusinessemailisfareasierwhenyouknowhowtostructureit.Herearethekeycomponentsyourmessageshouldcontain. 1.Subjectline Thisisthecrucialpartofyouremailwhichdefinesifapersonactuallyopensit.Agoodsubjectlineinformsarecipientwhattheemailisaboutandwhytheyshouldreadit.Trytomakeyoursubjectlineclear,specific,andtothepoint.Forexample: MarketingBudgetQ4:PleasereviewtillAugust,31 MeetthenewVPofEngineering SparkforAndroid:Firstimpressionsfromourusers RequestingavacationforAug,10-20 2.Emailgreeting Howtostartaformalemail?Atthebeginningofyouremail,greetapersonbyname.Dependingonthelevelofformality,yoursalutationsmayvaryfromasimple“Hi”toanofficial“DearMr./Ms./Dr./Professor…”Forthemostformaloccasions,useacoloninsteadofacommaafterthesalutation.Forexample,“DearMs.Smith:” Herearesomeemailgreetingexamples: Hi[Name], Hello[Name], Dear[Name], DearMr./Ms./Dr./Professor[Lastname], Greetings, Hithere, Hieveryone, Alwaysdoyourbesttofindouttherecipient’snametoaddresstheminyouremail.Ifyourresearchwasn’tsuccessful,useagenericsalutationlike“Greetings.” Ifyouneedmorehelpwithpickingapropersalutation,checkthebestemailgreetingsandtheonestoavoid. 3.Emailbody Now,it’stimetocraftthemainpartofyouremail.Here’showtodoit: Alwaysdevoteoneemailtoonetopic.Forexample,youmayneedyourcolleaguetoreviewyourquarterlyreportanddiscussthehiringstrategyforyourdepartment.Thisistoomuchinformationforasingleemail!It’sbettertosendtwoseparatemessagesoneachsubject,makingiteasyforapersontoanswer.Thisway,you’remorelikelytogetafastreply. Explainwhatyou’rewritingabout.Ifyou’reemailingastranger,brieflyintroduceyourselfandthengostraighttothepoint.Statethepurposeofyouremailclearlysoapersoncanunderstandwhyyou’reemailingthemandhowtheycanhelp.Forexample: Iwouldliketoinviteyoutospeakatourannualdeveloperconference. I’mrunningaYouTubeblogaboutcats,andwe’dlovetofeatureyourbrandinournextvideo. I’vebeenusingyourserviceforawhile,andIwouldliketoreportanissueI’verecentlyencountered. Valuethereader’stime.Providearecipientwithanyadditionalinformationtheyneedtoreply.Atthesametime,trytokeepyouremailshortandsimpleanddon’toverloaditwithextradetails.Rememberthatemailisn’tthebestplaceforalengthydiscussion. Makeyouremaileasytoread.Breakyourmessageintoparagraphsandtakeadvantageofheadingsandlists.Whereit’sappropriate,emphasizethekeyinformationwithboldoritalics,justdon’toverdoit.Yourgoalistomakeyouremailasstructuredandeasytoskimaspossible. 4.Formalemailclosing Theformalemailclosingtellsarecipientwhat’snext.Ifyouwantthemtodosomething,includeaclearandspecificcalltoaction.Ifyou’rejustwrappingupthediscussionyou’vepreviouslyhad,endyouremailonafriendlynotetoshowareaderyou’rewillingtokeepintouchwiththem.Here’showtoendaformalemail: PleaseletmeknowbyFriday,August15thifyou’dliketospeakattheconference. Itwouldbegreattojumpintoaquickcalltomorrowtodiscussourcollaboration. Thankyouforhelpandfeedback.Let’skeepintouch! 5.Signature Herearethepolitephrasesyoucanusetosignoffyouremail: Sincerely, Bestregards, Best, Yourstruly, Respectfully, Kindregards, Thanksagain, Next,putinyournameandcontactdetails.Ifyou’rewritingonbehalfofacompanyororganization,includethisinformationinyoursignatureaswell.Learnmoreaboutcreatingaprofessionalemailsignature. Youremailchecklistbeforesending Onceyou’vecraftedyouremail,thereisacoupleofthingslefttocheck: Makesureyouremailaddressisappropriate.Ifyou’rewritingfromapersonalemail,youraddressshouldlooklikethat:[email protected]'reemailingonbehalfofacompany,[email protected]’tappropriateforbusinesscorrespondence,unlessyou’rerunningasaunasupplystore.Learnmoreaboutcreatingaprofessionalemailaddress. Double-checktherecipient'snameandemail.Makesureyou’rewritingtotherightpersonandspelltheirnamecorrectly. Checkgrammarandspelling.ProofreadyouremailcarefullyandavoidusingemojisorinformalabbreviationslikeBTWorASAP.It’sbettertoleavethemforyourmessagestofriends. Sticktoaprofessionalfont.Althoughmanyemailclientsletyouchangethefontofyouremails,usesomethingconservativelikeArialorSansSerif.Avoidplayingwithdifferentcolorsandusingallcaps. Don’tforgettoattachfiles.Ifyou’resendingsomeoneadocument,makesuretoattachit.Nameyourfileproperlysoarecipientcanguesswhat’sinside(e.g.,“MarketingBudgetQ4.”) Formalemailexamples Onceyou’velearnedhowtowriteaformalemail,let’stakealookattheexamples.Pleasenotethatthesesamplesareforreferenceonly,andwerecommendyouadjustthemtomatchthetoneandlevelofformalityappropriateforaparticularrecipientandoccasion. Emailexample1:Announcement Subject:MeetthenewCustomerSupportRepresentative Dearteam, Iampleasedtointroduceyouto[Name]whoisstartingtodayasaCustomerSupportRepresentative.Shewillbeprovidingtechnicalsupportandassistancetoourusers,makingsuretheyenjoythebestexperiencewithourproducts. Feelfreetogreet[Name]inpersonandcongratulateherwiththenewrole! Bestregards, [Yourname] [Jobtitle] Emailexample2:Businessfollowupemail Subject:RE:[subjectlineofyourpreviousemail] Hi[Name], Followinguponmypreviousemailaboutthecollaborationwithyourwebsite.I’mstillinterestedinwritingaguestpostaboutthebestUXpracticesfordatingapps.With10yearsofexperienceinthemobileindustry,Ihavealotofinsightstosharewithyouraudience. Pleaseletmeknowifyou’reinterestedincollaboration! Best, [Yourname] Learnmore:Howtowriteafollowupemailafterameeting Emailexample3:Request Subject:VacationrequestforSeptember,10-15 DearMr./Ms.[Lastname], IwouldliketorequestavacationfromMonday,September9thtillFriday,September13th. Iwillmakesuretocompleteallmycurrentprojectsandpendingtasksinadvancebeforethevacation.Mycolleagues[Name]and[Name]willcovermyresponsibilitiesduringmyabsence. Lookingforwardtoyourapproval. Sincerely, [Yourname] [Jobtitle] Emailexample4:Question Subject:DoyouhavestudentdiscountsfortheAnnualCodingConference? Greetings, IwouldliketoaskifyouprovidestudentdiscountsforticketstotheAnnualCodingConference. I’mafull-timestudentattheUniversityofTexasandI’mveryexcitedaboutyourevent,butunfortunately,theticketpriceistoohighforme.Iwouldappreciateifyoucouldoffermeaneducationaldiscount. Lookingforwardtohearingfromyou! Best, [Yourname] Emailexample5:Complaint Subject:Complaintregardingthequalityoftheheadphones Hithere, IpurchasedtheheadphonesatPerfectMusiconMonday,August11.Later,Idiscoveredthattheleftheadphonewasn’tworking.Unfortunately,thestaffrefusedtoreplacetheheadphonesorreturnmymoneyalthoughIprovidedthereceipt. I’mdeeplydisappointedaboutthequalityoftheproductandthedisrespectfultreatmentIreceivedinyourstore. Ihopetohavethisissueresolvedandgetmymoneyback,otherwise,Iwillhavetotakefurtheractions. Best, [Yourname] Emailexample6:Responsetoacomplaint Dear[Name], I’msorryfortheunpleasantexperienceyouhadinourstoreandIcanunderstandyourfrustration.Ihaveforwardedyourcomplainttoourmanagementteam,andwe’lldoourbesttomakesurethisneverhappensagain. Irefundedyourpurchase,andyourfundsshouldbewithyoushortly.Wealsowanttoofferyoua10%discountforyournextpurchaseinourstore.Pleaseusethispromocodetogetadiscount:[link]. Pleaseacceptourapologiesfortheinconvenienceyouhad. Bestregards, [Yourname] [Jobtitle] [Contactdetails] Learnmore:Howtowriteanapologyletter Let’ssummarizethemainprinciplesforwritingaformalemail.Tomakeyourmessageclearandeffective,alwayskeepinmindthecontextandyourrelationshipwitharecipient,sticktotheformalemailformat,andvaluethereader’stime. Onceyou’velearnedhowtowriteaformalemail,it’stimetopractice.Ifyou’dliketomakeemailingmorefunandpleasant,tryouremailclientSpark.Itgivesyouemailsuperpowerslikesnoozes,followupreminders,andemailschedulingsoyoucansavetimeandfocusonmeaningfulwork. LoveyouremailwithSpark Savetimeandgetrealemailsuperpowers Freedownload Availableon: