To write an effective email, especially a formal or professional one, follow these key steps:
- Craft a clear and compelling subject line that sets the expectation for the email.
- Use an appropriate greeting, such as "Dear [Name]" for formal emails or "Hello [Name]" for less formal.
- Keep the email body focused, concise, and to the point, ideally around 100 words.
- Make sure the body delivers value or the main message clearly without unnecessary details.
- Include a strong and actionable call to action (CTA) at the end.
- End your email with a professional sign-off (e.g., "Sincerely," "Best regards,") and an email signature that includes your full name, job title, and contact information.
- Proofread your email for tone, grammar, spelling, and clarity before sending.
Additional tips:
- Avoid slang, emojis, and casual language.
- Use a professional email address.
- Avoid long paragraphs and complicated sentences.
- Personalize your email where possible.
- Keep the tone polite and respectful throughout.
A sample structure is:
- Subject line
- Greeting
- Introduction/state purpose
- Main message/information
- Action step or request
- Closing and signature
This approach applies whether contacting a new person, following up, or addressing a group. References:
- How to write a formal email with examples and templates
- Tips for a professional email including subject line, greetings, signature, and tone
- Email formatting and punctuation guidelines
