How to Write a Formal E-Mail

How to Write a Formal E-MailWhile writing a formal e-mail you should give importance to writing it as if a formal business letter.

You had better be sure whom it should be concern. You can see the steps about writing a formal e-mail at following lines:

You should begin with the full name, title, business and e-mail address of the person whom it concerns. If you do not know the name of the related person, you should use “to whom it may concern”.

You should write a clear message and assume a direct manner. It is very important to check for spelling and grammatical details.

The reasons that you are writing the e-mail should be clear and the message should be checked carefully.

You have to fill out the To and From fields in the e-mail.

You should use a direct subject that will draw the attention of the reader. Please do not use a random subject so that the reader can realize the reason why you are writing that e-mail.

Example 1:

Hello (or Dear) Mr. Gordon,

I read on your web site that you offer Rental house for short-timed holidays. I’d like to inquire about the procedures involved in these services.

Is the payment sent via credit card or bank transfer? How long does it take you confirm the reservations?

Thank you for taking the time to answer my questions. I look forward to your response.


Concierge Manager

(555) xxx xx xx

Example 2:

To Whom It May Concern:

Our member, Mr. Gordon wants to use your airport transfer services.

The organization will be at 14:00 in 25.05.2012, the transfer will be from Heahtrow Airport to London city centre. I would be very glad if you let me inform about the availability and the price for the service.

Thank you very much for your interest.


Concierge Manager

(555) xxx xx xx

How to Write a Formal E-Mail

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