Email is a electronic form of a letter or message which is used to exchanging messages between
people or group of people using electronic devices connected to internet.
Now a days email is preferred over the letters.
Formal and informal emails are two types of email communication. Formal mails are recommended to follow certain email formats whereas informal email may or may not follow email format. Email has become the main way that many business professionals communicate. Most of us send out more business emails than any other form of business communication.
Email writing format is one of the important aspects of effective formal communication.
Now a days email is preferred over the formal letters and hence it is absolutely necessary
to have structured email format for your email.
Email going out to your boss, your clients, your vendors, and your professional contacts on a daily basis.
All your emails are important. A good email format can lead to business success. While a bad email format can harm a
professional relationship, sidetrack your project, or cause damage to your reputation.
Despite of its importance, email format is often ignored. Proper email format improves the chances that a
recipient will read, respond, and react positively to your email.
Email format can be categorized into two types :
Email writing format is a structured way of writing an email. Email writing format reflects your writing communication skills. Informal/Casual emails can be written and delivered in any way, but formal emails follow a specific email format. Few important points about the email format can make an email look a lot better and professional.
You must know to whom you are sending the email. Who all are the recipient's of this mail and who all are needed to be copied in this email. If you are sending an email to an individual then no need to use 'CC' and 'BCC' fields. But in case you are not receiving any replies from an individual and you wanted to highlight or escalate it to his/her manager, then that manager should in 'CC'. 'BCC' is used when you don't want each recipient to know that who all are other recipients for the email.
Your professional email address should be a combination of your real name, not a username or nickname. Make
use of separators like periods, hyphens, or underscores to secure an email address without extra numbers or letters.
Most of the organizations provides the email addresses with your names.
For example, firstname.lastname@example.org will seem unprofessional whereas email@example.com is suitable
Grab attention with the subject line. The first part of an email which your recipient sees is the subject of the email.
If you do not put it well, you risk having your email not opened until later or at all.
Don't forget to include a Subject Line in your email. If you forget to include one, your message probably isn't even going to get opened. Use the subject line to summarize why you're emailing.
Few tips on subject line
Some examples of strong subject lines:
Subject: Resignation - Maya Shulj
Make sure that the email format is written in a font which is easily readable to any of the recipients. Don't try to use artistic or fancy fonts. For a professional email, use fonts like Arial, Times New Roman and Verdana.
Always open your email with a greeting as it is directed towards someone.
Do not skip the greeting and always be respectful.
For people you are unfamiliar with or do not know the names of, use 'To Whom It May Concern' or 'Dear sir/madam'.
For senior officials, stick to their designation or follow it with their name, for example, 'To the Manager',
'Dear Ms. Khanna', or 'Dear Dr. Raheja'.
For colleagues, it may be appropriate to simply prefix the name with a 'Hi'.
If you are writing an email to someone you don't have an existing relationship with, such as a new manager, cross functional manager,
new customer, recruitment manager, or government official, tell them who you are and why you are writing email.
Do this in the first sentence or two of your email format.
I am Neha Dee from Skyclouds project team of ACT business unit.
Email writing should begin by stating your purpose like, “I am writing to know about ...”
or “In reference to your mail dated ...".
Avoid overly complicated or long sentences. Make it easy for email recipients to
quickly scan through your email and know why you're emailing. It’s ok to be direct in writing email,
get to the point as long as you are polite.
I am writing this email to know about the upcoming training on "Professional Email Format". As a part of my individual development plan, I need to complete this training in 2019.
Before you end your email, it’s polite to thank your reader with some polite closing remarks.
Professional Closing statements in your email format include:
If you have any questions or concerns, don’t hesitate to let me know.
It's important to create an email signature and to include your signature with every
email you send. Email signature includes your name, your address, and your phone number
in your email signature, so the recipient can see, at a glance, how to contact you.
Optionally it is advisable to include your designation so that recipient knows the authenticity
and authority of the email.
As with salutations, there are a variety of closings that are acceptable in formal email formats.
Potential Signature closings in professional email format include:
YashRaj, Virat Towers, Rab ne bana di jodi Marg, Mumbai - 464644
Mobile - +91 000000000
If you need to include any attachments, don't simply attach it. Make sure to mention them in the body of the email format to let the recipient know that they are included. Be courteous by trying to keep the number of attachments and their file size minimum, and by using common or widely compatible file types. Make sure to double-check that you have attached all the files mentioned in your email before hitting the "send" button.
Please find attached the sample email format template for your reference.
Finally, before you hit the send button, review and spell check your email to make sure it’s truly perfect!
Below are the Email Format Samples or templates that you can refer.
I, Janhvi Kapoor, am a student in your school of Class-9 Div-A. I am writing this application to inform you or bring to your notice that my Grandmother is not well and I need to visit her place along with my family.
Sir, I would like to request you to grant me one day leave.
The time has finally arrived when I write this email with mixed feelings to each one of you. If you are receiving this email, then I’d like to let you know that I will be moving out from this organization as of tomorrow. I’d like to therefore take this opportunity to thank each one of you for being part of my great journey that comes to an end soon. Certainly, would cherish moments of several genres and remember them for a long time to come.
I wish everyone the very best in their personal and professional strands of life, and hope our roads cross someday for the better 😊