How to Create Well-Written Formal Email Letters

Good business thrives on communication, and in an age where a large part of communication is done over the internet, it really is a no brainer that knowing how to write formal email letters is a must. You need to be able to write clean, polished and concise formal email letters to be a part of any work environment. You might think that being polite and straight forward is the way to go in a formal email letter, there is actually a bit more to it, after all, written and spoken communication are different so the rules that apply are different as well.

1. Salutations

First of all you have to open with a polite and civilized “Dear Mr./Ms”, “Dear Mr./Ms Hiring Manager”, or if you don’t know the name of your receiver “To Whom It May Concern” is a good way to go. Avoid, “Hello” or “Hi” and stick to the proper formal salutations. It makes you seem more professional and authoritative.

2. The Body

When writing a formal email letter you really don’t need an opening sentence. However if the situation calls for one, you can use something formal and polite like “Thank you for your response” or “I hope this email finds you well”.

But like I said, most of the time, it is better to get straight to the point. And I cannot stress this enough, but try to keep your email as concise as possible. A formal email letter should be divided into paragraphs where each paragraph addresses a different point. Try to keep the number of paragraphs up to four max. In the last paragraph you should make a “call for action statement” and declare gratitude in the form of “Thank you for your assistance”, “I look forward to hearing from you”, “I would appreciate a response at your earliest convenience” etc.

3. Close

You should keep the closing part simple and concise as well. A short and polite “Thank you” or “Best Regards” is really the way to go. For more professional look you might want to add your full name, your job position, the company you work for, and even your phone number below.

4. Extra tips

Proofread. You do not want to be the person with poor grammar skills. A correct grammar usage reflects a professional and educated employee.

Do not use all capital letters. When you see text written in capital letters it triggers emotional response, and the work environment and formal email letters are not a place for that.

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