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Formal E Mail

The document provides guidelines for writing a formal email, including introducing yourself in the first paragraph, keeping the email brief and to the point with paragraphs of no more than 5 sentences, and signing off with your full name and title. It also offers tips on structuring an email with an opening greeting, purpose, action, and closing. Sample phrases and a template for a formal email request are included.

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208 views2 pages

Formal E Mail

The document provides guidelines for writing a formal email, including introducing yourself in the first paragraph, keeping the email brief and to the point with paragraphs of no more than 5 sentences, and signing off with your full name and title. It also offers tips on structuring an email with an opening greeting, purpose, action, and closing. Sample phrases and a template for a formal email request are included.

Uploaded by

SUPERGAB
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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How to write a formal e-mail.

Write the heading for each piece of advice.

1 ________________________________________. Your e-mail address should be a variation of your real


name, not a username or nickname. Use periods, hyphens, or underscores to secure an e-mail address that's just your name, without extra numbers or letters, if you can

2 ________________________________________. Addressing the recipient by name is preferred. Use the


person's title (Mr. Mrs. Ms. or Dr.) with their last name, followed by a comma or a colon. Optionally, you can precede the salutation with "Dear..." (but "Hello..." is acceptable as well). Using a last name is more formal and should be used unless you are on first-name terms with the recipient. If you don't know the name of the person you're writing to (but you really should try and find one) use "To Whom It May Concern".

3________________________________________. Also include why you're writing, and how you found
that person's e-mail address, or the opportunity you're writing about. E.g. "My name is Earl Rivers. I'm contacting you to apply for the administrative assitant position listed on CareerXYZ.com." E.g. "My name is Arlene Rivers. I am writing about the traffic citation I received on December 31, 2009. I obtained your e-mail address for the Westchester County Clerk website."

4________________________________________. Be sure to get your point across and do not ramble on!
Be direct and to the point. If it's fluffed to be longer the reader may glance over the important details. The email should be no more than 5 paragraphs long, and each paragraph should be no more than 5 sentences long. Insert a line break between each paragraph.

5________________________________________. Yours sincerely,/Yours cordially, /Respectfully, / Best,

6________________________________________. If you have a job title, include that in the line after your
name, and write the company name or website in the line after that. If you do not have a job title but you have your own blog or website related to the content of the e-mail, include a link to that below your name. If the e-mail is about a job, only include a career-related website or blog, not hobbies or interests. ________________________________________. E.g. Inquiry regarding sales position / Request for volunteer application ________________________________________ to make sure that you have contained everything that you need in your message. Read your email out loud. Ask someone to proofread the e-mail for you as well. a) b) c) d) e) f) g) h) Write the actual message. Use a proper salutation. Double-check your message. Use a neutral e-mail address. Introduce yourself in the first paragraph. Use the correct form of leave-talking Come up with a brief and descriptive subject. Sign with your full name.
Adapted from http://www.wikihow.com/Write-a-Formal-Email

Structure of the e-mail


Match column A with column B PARTS and SUGGESTIONS a) Opening greeting b) Connecting with reader c) Purpose of writing the mail d) Giving Good news/bad news; requests; agreeing to requests e) Taking action f) Concluding g) Closing greeting h) It is better to mention the time frame by which you need something. i). Avoid using short forms EXAMPLES _____ I would like to inform you about. _____ I would check on the point you have brought out. _____ We look forward to your support. _____ I got your mail ID from .. _____ Yours sincerely _____ Could you help me in. _____ FYI:For your information / ASAP:As soon as possible _____ Dear XYZ _____ Could you send me the document by 5 PM today?

Adapted from: http://www.getsetgrow.org/2009/06/tips-to-write-formal-emails/

Sample of a Formal E-mail.


To: [email protected] Cc: Bcc: Subject: Appointment with the manager Dear Mr. Rochere, My name is Dennis Mark and I am a reporter by profession. I work for NewsToday. I have been instructed by my head of the department to take an interview of Mrs. Ruth Wilson, CEO of Sybase Technologies. I have written to her in this regard and she has asked me to approach you to fix an appointment for the interview. I will need around an hour for the interview and preferably before the end of this week. Also if you can arrange a few brochures of your company and a list of her previous achievements and awards that she has received, it will be a great help. I will be looking forward to your confirmation of the appointment. Thanks and regards, Dennis Mark, Reporter,
Adapted from http://www.sampleletters.in/sample-formal-email.html/

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