The rules for writing formal emails in English
To write an email in English in the right way, don’t improvise! Read the following advice to avoid making serious mistakes that could compromise the success of the email from the moment it is received.
Subject
The subject is the first piece of information that the recipients of an email see, and if it’s written incorrectly or unclearly, it could push the reader to delete it without even opening it!
Style
Unlike many other languages which require long complex sentences in a formal written context, English is very concise and favors short sentences and a simple structure.
Courtesy formulas
When you write an email in English, you’re not only using another language but you’re also entering another culture with different habits.
Check the email
Never send an email in English without having re-read what you wrote. Grammatical or typing mistakes are very common even in your own language, so in English you can make errors much more easily.
Signature
Be sure to have set your emails to end with all the important information about you, including:
- name and surname
- job title
- relative details about your company (name, address..)
- link to the company website
The format of a formal email in English
- Introduction
- Body of the text
- Conclusion
Introduction
Depending on the type of relationship you have with the person you’re writing to, there are different ways of starting an email, but any email should always start with a greeting. In our specific case being formal, the most appropriate options are:
- Dear Mr/Mrs/Ms (surname of the recipient, e.g. Mr Black)
- Dear Sir/Madam (if you don’t know the name of the recipient) or more generally ‘To whom it may concern’
After the initial greeting you need an introductory sentence that indicates clearly the reason for writing and is consistent with the subject of the email. Introduce yourself briefly (long texts often discourage people from reading them), then follow on with:
- I am writing with regard to… (email subject)
- I am writing in connection with… (email subject)
- I am writing in reference to…
If you’re writing an email to send information, you can start with one of the following sentences:
- I am writing to let you know…
- I am delighted to tell you… (if you’re communicating good news)
- I regret to inform you that… (if you’re communicating bad news)
If instead you’re replying to an email you received, you can say:
- I am writing in response to…
- I am writing in reply to…
- I am writing to thank you for… (if you need to thank the recipient)
Body of the text
There are no conventional formulas for writing the body of the text because this varies according to the function of what you need to communicate. It’s useful to prepare an initial draft and then proceed with any corrections.
The general rules are that the text should be divided into short paragraphs that avoid abbreviations and acronyms, both of which you can use, on the contrary, when you write an informal email to family and friends.
Based on the type of message you’re sending, there are various ways to write a final invitation before ending the email, such as:
- I look forward to hearing from you soon
- Thank you in advance
- For further information, please do not hesitate to contact me
- Please let me know if you have any questions
- Thanks for your attention
Conclusion
The most common way to end an email are:
- Best regards
- Kind regards
- Yours faithfully (if you began the email with ‘Dear Sir/Madam’ because you don’t know the name of the recipient)
- Yours sincerely (if you began the email with ‘Dear Mr/Mrs/Ms + surname)
- Regards
LETTER
What is Letter? Letter Definition, Types of Letter, Definition of Letter – A letter is a written message sent by one person to another. In other words, a letter is a piece of conversation by post. So, when we transfer any written message through mail, it can be termed as letter.
What is Letter?
ACCORDING TO OXFORD DICTIONARY, “A LETTER IS A MESSAGE THAT IS WRITTEN DOWN OR PRINTED ON PAPER AND USUALLY PUT IN AN ENVELOPE AND SENT TO SOMEBODY.”
From the above discussion, it can be said that a letter is a written message, printed or hand written, that is sent to someone by other through post or mail or in some other way.
ACCORDING TO OXFORD DICTIONARY, “A LETTER IS A MESSAGE THAT IS WRITTEN DOWN OR PRINTED ON PAPER AND USUALLY PUT IN AN ENVELOPE AND SENT TO SOMEBODY.”
From the above discussion, it can be said that a letter is a written message, printed or hand written, that is sent to someone by other through post or mail or in some other way.
Komentar