Content

• To step
• Method 1 of 3: Choosing the correct format
• Method 2 of 3: Write your message
• Method 3 of 3: Prepare your email to send

Many people are quite reluctant to write a formal email. You usually use email to send personal and informal messages. If you need to send an email to a teacher, employer, client, government agency, or other formal destination, there are some simple guidelines you can follow. Keep your message clear and concise and follow generally accepted standards of style, tone and formatting. And don't forget to read and check your e-mail before sending it.

To step

Method 1 of 3: Choosing the correct format

1. Use a neutral email address. It is best to use an email address that is a variation of your real name and not a username, nickname, or nickname. To create an email address that consists of no more than your name, without extra numbers or letters, you can use periods and / or hyphens or hyphens.
   • For example, an email address like [email protected] doesn't look very professional. The address [email protected], on the other hand, makes a much more serious impression.
2. Stick to a professional font. Most e-mail service providers do not allow you to choose from a large number of different fonts and layout styles. Either way, it's best to stick to a traditional style in a formal email, with a font like Times New Roman or Arial. Do not use decorative fonts such as Comic Sans or Old English. Also keep the following in mind:
   • Type your email in a legible font size, such as font size 12.
   • Avoid special styles such as italic, highlighted or multicolored fonts unless their use is justified in connection with the content and purpose of your email.
   • Do not write all of the text in capital letters. If you type everything in capital letters, it looks like you are yelling at the recipient.
3. Choose a short and precise subject. In your subject, use keywords that describe exactly what the email is about, in no more than a few words. That way, you help prevent the reader from overlooking your message because the email has no subject, a subject that is too vague, or a subject that gives the impression that the email is not important.
   • Topics like: "Question", "Message from me" or "Email about an important topic" are too vague or redundant and therefore completely useless.
   • On the other hand, a topic like "Schedule, Guest List, Lunch Preferences, and Meetings Overview March 12," is far too long to handle. Moreover, this title covers several topics.
   • A title like "Meeting Damage to Escalator March 12" is short and clear. He points the recipient to a single main subject and the corresponding date.

Method 2 of 3: Write your message

1. Choose a suitable salutation. Always start a formal email with an appropriate salutation. It is best to call the addressee by his or her name (if you know them). In principle, the salutation of a formal e-mail always starts with "Dear ...", followed by the title (sir / madam), the last name of the person and a comma. If you already know the person to whom the e-mail is addressed, you can start the salutation with "Dear ..." followed by the first name.
   • If you do not know the name of the person to whom your email is addressed, use a salutation such as "Dear Sir / Madam", "Dear Chairman / Dear Board", or if necessary, "To whom it concerns".
   • Do not start your email with "Hello", "Hi", "Goodbye" or other casual greetings.
2. Introduce yourself in the first paragraph, if necessary. If your message is addressed to someone with whom you do not currently have an existing relationship, such as a new customer, the head of the Recruitment & Selection department of the company you want to apply for, or an official at the municipality, first say who you are and what is the reason for your message. Do this in a sentence or two at the beginning of your email.
   • For example, if you want to send an email to a potential employer, you could say, "My name is Erik van Raam. The reason for this e-mail is that I would like to apply for the position of administrative assistant mentioned on the website CarrièreXYZ.nl. "
3. Start with the most important information. After introducing yourself and summarizing the reason for your message, you can move on to the main body of your email. Put the most important information almost at the top. This way you show respect for the precious time of the recipient and you quickly clarify the purpose of your e-mail.
   • For example, if you are writing to a civil servant at a government agency, the first thing you could say is, "My name is Aletta van Raam. I found your email address on the website of the Public Prosecution Service. I am writing to you to question the subpoena I received on December 31, 2009 in connection with a traffic violation. "
4. Say what it is like directly. In a formal email, it is absolutely no problem to be direct, as long as you remain polite. By going around the bush, you only achieve that your reader's attention wanes, making it more difficult for him or her to determine exactly what you want or need.
   • For example, if you're emailing a teacher, don't waste space with unnecessary fill-ups like, "I'm Diana Franssen. Do you know me? Chemistry 221 is my favorite subject at the moment. I like the way the lectures are organized. I can always follow everything perfectly and I always know exactly what to expect on an exam. Speaking of exams, I wanted to ask about the next exam week. "
   • Instead, it is much clearer to write something like: "My name is Diana Franssen and I am attending Chemistry 221 with you. I am writing to you with a question about a possible conflict in the coming exam times."
5. Keep it short. There is no standard rule for the prescribed length of an e-mail. Nevertheless, it is best to keep a maximum length of the surface of one screen (of a laptop or PC) for an e-mail.
   • If your email is relatively long, divide it into several short paragraphs. Insert a blank line between two paragraphs, instead of indenting at the beginning of each paragraph.
6. Keep your language formal. You write a formal e-mail in a professional context, which is why you naturally want to make a good impression. Use complete sentences and polite phrases. Avoid things like:
   • Slang
   • Unnecessary abbreviations or contractions
   • Emoticons and smileys
   • Vulgar language
   • Jokes
7. Close your email properly. What applies to the salutation also applies to the closing. You can close a formal email in a number of acceptable ways. Always include your full name and position below the closing. Depending on the content of your email, you can use one or more of the following closures:
   • "Awaiting your reply, I remain,"
   • 'Yours sincerely,'
   • 'Sincerely,'
   • 'Many thanks in advance,'
   • 'Friendly thanks,'

Method 3 of 3: Prepare your email to send

1. Add any attachments that you want to include. If you need to include certain attachments with your email, please list them in the body of your email to let the recipient know that there are attachments with the email. Be nice to keep the number and size of attachments small, and opt for traditional and widely compatible file types.
   • For example, add a comment such as: "Attached I will send you a copy of my resume and portfolio in PDF format."
2. Check your email carefully for spelling and grammar errors. Don't rely blindly on the spell checker of your email service provider or word processing program. Reading your email out loud or asking someone else to check it for you is a great way to pick out typos, misspellings or unclear sentences.
3. Make sure there is no confidential information in your e-mail. Always keep in mind that email is not a 100% secure communication system. Keep in mind that e-mail servers can be hacked, or that the recipient could, on purpose or not, share information that you didn't want to make public with others.
   • Avoid including passwords, account numbers or other confidential information in an email.