Tips to write Formal Emails

Competency Development Series in English Language

The art of art, the glory of expression and the sunshine of the light of letters, is simplicity.
~Walt Whitman

I consider it a good rule for letter-writing to leave unmentioned what the recipient already knows, and instead tell him something new.
~Sigmund Freud

To send a letter is a good way to go somewhere without moving anything but your heart.
~Phyllis Theroux

In our fast paced lifestyle writing good formal emails are a must for everyone.  From a student’s perspective letters are written for official purpose e.g. : for applying for a job, having a dialogue with HR Dept, applying for higher studies in universities, complaining about any issue in your neighborhood etc.

Whatever may be the objective of writing a letter, we can say the letter writing is successful only when it creates the necessary impact in the mind of the reader. Keeping in mind of the requirements of the students and our readers we are introducing our Competency Development Series in English Language. Our first topic today is on writing formal email.

Below are some of the basic tips we need to remember while writing formal letters.

To, cc, bcc list:

Always include people addressed in the mail in To field of mail.
Include people in the Copy (cc) field only if required.
Do not include anyone in the Blind Carbon Copy (bcc) field (unless you decide to purposefully hide the sender email address from others)

Subject line

You can include a maximum of 6 words.

It should give the main idea on the mail being written.

Salutation

Dear Mr/Ms XYZ – End with Yours sincerely
Dear Sir/Madam – End with Yours faithfully
Also check the common culture of the country before writing a letter, (for example Americans generally prefer to be called by the first name.)

Introduce yourself if you are writing for the first time.
You may need to include as to how you got the mail Id as well.

All paragraphs are left aligned.

One idea – one paragraph
It is fine to have only 1 sentence in a paragraph to convey the one idea.
Words in a sentence should not exceed 8 words.

Keep the mails brief

2-4 paragraphs for emails is recommended.

Structure of the mail

a) Opening greeting
Eg: Dear XYZ

b) Connecting with reader
Eg: I got your mail ID from …..

c) Purpose of writing the mail
Eg: I would like to esquire about….

d) Giving Good news/bad news; requests; agreeing to requests
Eg: Could you help me in….

e) Taking action
Eg: I would check on the point you have brought out.

f) Concluding
Eg: We look forward to your support.

g). Closing greeting
Eg: Yours sincerely

In case of requests it is better to start with Could or Would rather than please.
Eg: Could you send me the document by 5 PM today?

It is better to mention the time frame by which you need something.
Eg: Could you send me the document by 5 PM today?

ASAP and EOD are vague terms which have different conclusions for different people.

Avoid using short forms

FYI – For your information
ASAP – As soon as possible
EOD – End of Day
COP – Close of Play
FYA – For your action
FYI and NA – for your information and necessary action.
PFA – Please find attached

Do post your querstions and suggestions you may have. I will be back in the next series.

Regards,
Abhilash Kumaran

(The author is a Project Leader in a software company)