After the Internet the business communications became fast, easy and casual. This can be problematic in some cases, especially in business correspondence. Writing a formal and well-designed email may represent your company well.
Here are some tricks about writing a formal business email:
- In the email subject line, it is important to use a shorter title. The title should properly describe the content and the aim of your email.
- Do not mark your email as “urgent” or “high priority”. This is completely unnecessary and even annoying.
- Always use a descriptive subject. These are not proper subjects: “Urgent”, “Hello”, “Is it ok?”, “completed?” etc.
- Never use completely upper-case words. This means shouting.
- It is not necessary to begin with a heading like return address and the date.
- Do not use special formatting and tabs unnecessarily.
- The tone of the letter should be kept formal.
- Double check for the possible grammar and spelling errors.
- Do not use graphic backgrounds in your emails unless you are working for a design firm.
- Do not use different fonts and different font sizes in one email. Use professional-looking fonts like Arial or Times New Roman.
- The plainer is the better. Some email programs allow you to create a signature, which is automatically displayed at the end of each message. Your company may have a logo and pre-designed signature files for email use, but security filters often remove any graphics in emails. So, if you want to readers certainly see your signature, use text, not image.
Subject: Your subject goes here
Dear Mr. Brown,
Reference to your _______ dated ______ regarding ____, I would like to inform that ___________. You will soon receive an detailed hard copy information related with the same issue.
For any further queries, please feel free to contact me on my email address or phone number xxx-xxxx.
Sender Signature Goes Here