Now that every type of communication happens for most cases online it is a daily necessity to write a formal email for a whole series of purposes. Whether you are looking for support, communicating with new suppliers, or simply applying for a new job, you need a certain amount of knowledge and a series of precautions to write a formal email in a perfect way. The advice is then to get comfortable and continue reading since we will consider a whole list of tricks that in this specific case can really make a difference in the final result. It only remains for me to wish you a good read, hoping that the article can eventually provide real support for all the subsequent emails you want to send.
The subject of the email
The subject, as in many other cases, is one of the first aspects to be taken into account when writing a formal message. This is because it is one of the first parts that are noticed by the recipient and, consequently, if written incorrectly it could not only be ineffective but even lead to a direct deletion of the email. The advice is to be as direct and explicit as possible by making clear the general theme of the message with a language that does not use too many mince words. In fact, the length of the object is also a requirement for the quality of the message: if too long and complex the recipient could easily be tempted to move on. In a few words you must be able to clearly summarize what is the purpose for which the mail is sent, without going off topic and adding unnecessary embellishments that are only counterproductive.
The introduction of the message
The time has come to think about the actual composition of the message starting from that introduction or presentation considered essential for many. The greetings of circumstance, in the case of a formal email, should be accompanied by an adjective of circumstance followed by the title made to identify the recipient as for example Mr/ Mrs or in the case of a professional Doctor. It is usually used as an adjective of circumstance:
- Egregious or Accountable if the person you are contacting does not know or play a high role;
- Dear instead has a much more confidential look and is great for relating with people with whom you have a minimum of confidence;
Those just seen are also great solutions to write emails to multiple recipients where only the name of the person concerned will change while the introduction will remain the same. Remember also that at the end of this section a comma should be inserted after the greeting and then going to the head to proceed with the actual drafting of the message.
The body of the message
Now is the time to move on to describe in more detail the topic only introduced in the object, perhaps adding a short presentation if you do not know the person to whom you are addressed. Also in this case it is convenient not to go too long and go straight to the point in order not to tire the interlocutor immediately, possibly organizing the text in paragraphs to make it easier to read. Let’s not forget to pay attention to grammar and to all those punctuation errors that make the final message difficult and difficult to understand, better to rely on your personal baggage to not run into embarrassment. Once the text has been re-read, it is also advisable to indicate the presence of any attachments that can often be skipped, also specifying their contents before they are opened.
