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Looking to improve your emailing skills and communicate professionally with your colleagues? Six simple tips will help you do just that.
Professional emails are almost always formal. The standard formal email format typically includes a subject line, salutation, body, closing, and signature.
Grammarly provides six steps for writing a formal email.
- Write a direct subject line: Accurately state the email’s topic and any relevant details. By following this step, the subject line will catch the recipient’s attention and make them want to read further.
- Greet and address the recipient(s): Use the recipient’s full name and the appropriate honorific if you are only addressing one person. If you are addressing more than one person or a group of people, type “Dear Team.” Appropriate formal email greetings include “Dear,” “Hi,” and “Hello.”
- Make your point clear: In the introductory paragraph of your email, make your intent or purpose clear. For example, if your email is about a resignation, make this point clear in the first paragraph.
- Keep it concise: Concentrate on a single subject in each email. Doing so minimises the chances of any confusion or misinterpretation by the recipient.
- Maintain a professional tone: Use a professional tone at all times when sending a formal email. It is best to avoid non-standard grammar and casual language.
- End with a professional closing: As you start your formal email with a professional greeting, conclude your email with a professional closing. You can sign off using “Sincerely,” “Best regards,” “Best,” or “Thank you.”
You can also add a signature after your closing. “This could be your name, title, and contact information, or it could be a signature block that includes your social media links, company logo, and an inspirational quote,” says Grammarly.
Also see: 5 Signs a job ad is fake
