How to write a formal email

One of the most important aspects of a working day is communication. This post is about the written form, more exactly, how to write an official email.

Here are the rules:

1. Use a proper salutation

It is recommended to always start with a formal salutation,

  • If you know the name of the person you are writing to, then use

Dear Mr. … – for a gentleman

Dear Mrs.…. – for a married woman

Dear Ms. … – for a married woman or not

Dear Dr. … – if we know the title

  • If you don’t know the name of the person you are writing to, then simply use “Dear Sir/Madam” or for a general use “To whom it may concern”.
  • Only use “Hello” “Hi” if you really know the person well.

2. Start with an introduction

If necessary, start with an introduction (in case it is the first email) by simply saying My name is….

3. Continue with the purpose of the email

It is recommended to continue with the purpose of the email so that the person can decide if it is important or not or even if it is for him ( in case we start with a general salutation form). You can use: and I am writing this email in order to present ….. or and the purpose of this email is to draw your attention on…..*

Va scriu acest e-mail pt a va prezenta… sau Scopul acestui e-mail este de a va atrage atenția asupra…

4. Keep it short, clear and stick to the subject

Short and clear emails are preferred to long emails with too much information. Select the relevant information and organise it in short paragraphs. Use bullets for lists to make it easier to follow.

Eg:Regarding the report sent on the 21st of October, I would like to confirm that 6 out of 8 suggestions were successfully implemented, namely:

  • Security instructions
  • ……

5. Use formal language and ask clearly (if necessary)

It is recommended to use a formal language and avoid slang, unnecessary contractions, emojis and even jokes. For a formal language you can use passive voice. If you write an email asking (synonym with the verb to enquire) for more details, then specify it clearly, ambiguous emails rarely get an answer.

Eg. I would like to enquire about the state of the delivery of …….The order was placed on the 3rd of May and we have not received any notice since. Please look into this matter and get back to us with a reply on the email or mobile phone …..

We are looking forward to hearing from you.

6. Use a proper form of closing

There are many closing forms to use, but keep in mind to write your full name and job title or other signature.

  • Best regards, – most common one
  • Yours sincerely,
  • Respectfully,

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