If you have an email account with a preset signature, ensure that the information contained is professional in tone. Sign off with your name and professional title. Related: How To End an Email (With Closing Examples) 5. Since the closing is the last thing the recipient looks at, you want it to leave a lasting impression. ClosingĪs with the address, you should include a formal closing. Related: How To Write an Email With an Attachment (With Examples) 4. When reaching out to a new contact with a pitch requiring more substantial information, include it as an attachment instead or offer to reach out with more information if the recipient is interested. When possible, include just one or two short paragraphs. Be respectful of the recipient’s time, so keep the body as direct and brief as possible. The body of a formal email typically explains the purpose of the email. If you don’t know the person, it’s polite to introduce yourself in the opening lines. There is no standard formal email opening, so you’ll have to decide what’s appropriate for the communication and its context. Read more: Professional Email Salutations: Tips and Examples 3. Do not assume their preferred pronouns, such as Mr., Mrs. Use the recipient’s professional name or title if you don’t know them. GreetingĬhoose a professional greeting, also called a salutation, to start with a strong impression. Read more: How To Write an Email Subject Line That Gets Responses 2. Try to use seven words or less to summarize the purpose of the email. It should be short and easy to understand. SubjectĪ subject line is what the reader sees in their inbox. There are five elements to consider when writing a formal email include: 1. I look forward to hearing from you.Īlan Goto User Experience Director ABC Company, Inc.īest practices for writing professional emails are listed at the bottom left of the infographic:Ī formal email is similar to a formal letter and uses the same structure, salutations and sign-off. Please let me know if you're interested in this project and we can set up some time to discuss the details further. All work can be completed remotely, but you're welcome to use our workspace. This is a three-month project beginning February 1st, and we estimate it will take roughly 15 hours per week. I'm reading out today because I'm managing an application redesign project here at ABC Company and seeking a skilled UX research contractor to help analyze several sets of usability testing data. Subject Line: UX Research Contract Opportunity On the left side of the infographic, a numbered list points to each section of the email: "Professional email format" is the title of this infographic that shows an image of an example email. Related: Email Writing Skills: Definition and Examples Both resignation and termination emails should be formal. Termination: Any time a change of employment takes place, a formal email is the best way to discuss it. Handle these with respect by using a formal email format. Job inquiries: When applying for a job, a formal email shows you can present yourself professionally and respect the recipient’s time.Īpologies: Occasionally, you may need to send out an apology email in your professional career. Assume the client is busy and would benefit from a straightforward approach. Sales pitches: A formal email is the best way to present a sales pitch even to an existing client. Professional settings: Unless you have developed a relationship with a client, colleague or coworker where you feel comfortable being less professional, maintain formal email standards for most work-related communication. Related: A Definitive Guide to Email: Importance, Uses and Advantages When should you write a formal email?Ĭommon reasons to write a formal email include:įirst contact: Anytime you reach out to someone in a professional setting for the first time, use a formal email. They are written with complete sentences without abbreviations, slang, emoticons or informal terms. Formal emails are written with a defined structure that’s straightforward, reducing the potential for misunderstanding and misrepresentation. It is polite and professional communication that focuses on outcomes and being direct. A formal email is typically sent to someone you don’t know well or someone in authority.
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