Tuesday, 10 January 2017

How to write Formal Email


Use a Professional Email address. Your Email address should be a variation of your real name, not a nickname or any dummy name. Use Hyphens, or underscores to protect an e-mail address that's just your name, without extra numbers or letters, if you can.

Never use an unprofessional email address. No one will take you seriously if your reply-to is joke name or inappropriate name.

2. Use a short and accurate subject header.  Try to Avoid saying too much in the subject header, but it should reflects the content of your Email to a person unfamiliar or not knowing personally you. If possible, include a keyword that will make the Email content easier to remember and/or search for in a crowded inbox. For example, “Meeting regarding the Monthly report on March 12th” is specific enough that the email topic won’t be mistaken for anything else but not so specific as to be distracting. Just Remember always that (professionals) Employee may receive hundreds or more emails per day, the more specific and appealing the subject is the more easier is to connect it with one's personal work.
3. Use a proper salutation. Addressing the recipient by name is preferred. Use the person's title (Mr. , Mrs. Ms. or Dr.) with their last name, followed by a comma or a colon. Optionally, you can use the salutation with "Dear..." (but "Hello..." is acceptable as well). Using a last name is more formal and should be used unless you are on first-name terms with the recipient. If you are not aware of the name of the person you're writing to use "Dear Sir/Madam" or "Dear Sir or Madam" followed by a colon.
4. Introduce yourself in the first paragraph (if necessary). Try to include why you're writing, and how you found that person's Email address, or the opportunity you're writing about. Ex.
• My name is Manish. I'm contacting you to apply for the administrative assistant position listed on www.xyz/CareerXYZ.com.
5. Write the actual message. Be sure to get your point across without circuitous; if it's bad, the reader may glance over the important details. Try to spilit your message into paragraphs by topic to make your message more logical and digestible.
• The email should be no more than 5 paragraphs long and each paragraph should be no more than 5 sentences long.
• Insert blank line indenting isn't necessary and will likely be lost during the email transfer anyway.
• Be sure to avoid informal writing.

6. Use the correct form of leave-taking. This will depend on your level of affection with the recipient. Examples include:
• Yours sincerely,
• Yours cordially,
• Respectfully,
• Best,
• Your student,