FORMAL EMAIL

WHAT IS A FORMAL EMAIL?

Formal emails play a crucial role in communicating information clearly
and without errors in our business, professional and personal lives.

A formal email is an email that you send to a person (or group of

people) that you don't know or an important email that you are sending
to a person in a position of authority

Writing a formal email is similar to writing a formal letter, with the same
structure, salutations, and sign-off. They're free from spelling and
grammatical errors, planned and written with a clear purpose.

Formal emails are polite, professional, and get straight to the point.
They're 100% focused on an outcome, leaving no room for mistakes or
misunderstandings.
WHY WRITE A FORMAL
EMAIL?
"People tend to believe that they can communicate over email more effectively than they actually
can,"

In a 2005 study, they performed a series of experiments and concluded that it's hard to convey
emotion and tone over email.

Formal emails remove the potential for misunderstanding and misrepresentation. It's all about
observing the correct business email etiquette

A formal email has a clear purpose and treats the reader with respect. It's written in a standard way
that travels across borders and cultures.

A well-written formal email is polite and professional, two powerful brand attributes that will improve
your brand and increase business success.
FORMAL EMAIL FORMAT

Creating great formal emails is very simple.

There are just five parts to the perfect formal
business email format:

1. Subject
2. Greeting
3. Opening lines & Body
4. Closing
5. Sign-off
FORMAL EMAIL SUBJECT
LINE

Your subject line should be short and easy to

understand. Tell your reader precisely what's in
the message. The ideal formal email subject line
is a few words: "Leave Request", "Meeting
Request", or "Customer Complaint"

Formal email subject lines shouldn't attempt to be

overly friendly or funny either.
HOW TO START A FORMAL
EMAIL

✓ The formal way to start an email is to

use 'Dear'.
✓ If you know the person's gender, you
can use what's called an honorific – Mr,
Mrs, etc. – but we'd suggest simply
using the full name if you have it.
FORMAL EMAIL
GREETINGS WITH NO
NAME
Suppose you're worried about how to write a
formal email without knowing the name. In that
case, you can use "Dear Sir/Madam" as a
suitable substitute. This approach is practical,
too, if you don't know how to address a formal
email to a company.

When deciding how to start a formal email to

multiple recipients, you have several options. For
example, you can address the team ("Dear
team"), collective ("Dear all", "Dear Colleagues"),
or for events ("Greetings").
FORMAL EMAIL OPENING
LINES

There is no standard formal email opening.

Instead, you'll have to decide what's appropriate
for the communication and the context.

If you don't know the person (or organization) you

are writing to, it's polite to introduce yourself.
However, if you know the person, you don't need
to do this and can jump straight into the meat of
your message.

.
FORMAL EMAIL BODY

➢ You've engaged the recipient and

introduced yourself (if required), now it's
time to get to the point.
➢ Formal email communication should
follow the Pyramid Principle. you should
start with structure the information
underneath it to support your argument.
➢ In a formal email, the recipient will want to
know what the message is about and why
they should care about it.
FORMAL EMAIL SIGN
OFF
➢ A formal email ending uses a specific ending
(or a valediction to give it its formal name).
Readers will be familiar with (and expect)
formal ways to end an email.
➢ In most cases, you'll use the formal email
ending "Yours sincerely" if you know the name
of the person you are writing to.
➢ If you don't (or are writing to a group of people,
for example), you'd typically end a formal
email with "Yours faithfully".
Thank you