Format for Email Writing in English
Submit :: Add New Email Topic
- A formal business letter should ideally begin with a date in the upper left corner, but in an email, there is no need to include that in your email because email programs handle that automatically.
- Instead of the organization’s name, address and correspondent under the date in a traditional letter, email programs include fields for the addressee, subject of the email, attachments and additional addressees’. This is when fields like To, CC, BCC will be used.
- Make your subject line specific, clear, crisp and concise, indicating the intent of the message. Don't use abbreviations or words in all capital letters. For example Project Update. Your subject line is the first point which captures the reader’s attention.
- Open the body of your email with a standard greeting or salutation is must, such as "Dear Ms. Linda:" if it's your first email to the recipient or the recipient is at a senior level.
- Less formal greetings, such as using a recipient's first name only. These are fine in subsequent emails if you have established a good working relationship, but keep the tone professional because all communication reflects on the image of your organization.
- Give line breaks between the salutation and body and between the body and closing signature lines. Single space the paragraphs and avoid embellishments, such as bold and italics. Use these only when it is necessary or mandatory to emphasize a point.
- Use a traditional, easy-to-read font, such as Times New Roman or Arial, and don't use a colored font or HTML. The goal is to ensure that your recipient has a seamless experience while reading the email.
- Close your letter traditionally for formal communications and with first-time recipients, using a closing such as "Sincerely," "Kind regards," or "Thank you."
- If you have established good communication with your recipient, follow-up emails closed with less formal terms such as "Best," or "Thanks," are often appropriate, but always
These are easy to follow and some pointers which one should adhere to while writing an email.
- Write a meaningful subject.
- Don’t beat around the bush, come straight to the point.
- Use saved templates for answering commonly asked questions.
- Don’t use the capital case.
- Proofread it twice before sending.
- Never use abbreviations, slang and emoticons.
- Follow the standard format.
- Use short and simple sentences.
- While typing in Outlook, you can also check grammar and spellings by pressing F8.
- A new website ‘Grammarly’ helps you to rectify and point out your silly mistakes while typing. You can install its ‘plug-in’ as an extension.