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Email is used as both a formal and informal means of communication. It is important to ensure you are using correct formatting when you are using it for formal situations.
- Subject Line: The ideal length of a subject line is six to ten words. It should be specific. It identifies the subject by name and describes the topic of the email (eg. Rugby team - looking for players)
- Font. For a formal email, keep things conservative, with fonts like Times New Roman and Arial. Write your email in a legible font size, such as 12 point type. Avoid special styles like italics, highlighting, or multicolored fonts unless they are warranted by the content and purpose of the email.
- Greeting: The greeting makes it clear who the email is for (eg. Dear Fred and Jo).If you don't know the name of the person you're writing to, use a salutation like “Dear Sir/Madam,” “Dear Sir or Madam,” or “To whom it may concern.”
- Introduction: The introductory sentence tells the reader what the email is about.
- Body Text: Keep it brief. If your email is relatively lengthy, break it up into short paragraphs. Insert a line break between each paragraph.
- Attachments: If you need to include any attachments, make sure to mention them in the email to let the recipient know that they are included.
- Conclusion: The conclusion summarizes the post. It includes the call to action "Let me know if you have any questions."
- Use closing: Examples of potential closings include:"Yours sincerely," "Regards,"and "Respectfully,".
- Follows up with Signature: The signature block shows the full name, job title and/or contact details of the sender.
- Proofread: Check the content, spelling, and grammar before you send. Don’t just rely on your email service’s spelling or grammar checker.
What is the difference between TO, CC and BCC?
What is the difference between TO, CC and BCC?
engVid (17 December 2012), 5 useful email expressions, YouTube.com, viewed 18 August 2017 from https://www.youtube.com/watch?v=itLLVAJjXNI
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