Writing an email in the correct email format is vital. Email or electronic mail is a means of exchanging messages between people with the help of electronic gadgets. It is a more flexible and effective method to communicate with people in any corner of the world.
Email formats are generally casual or professional. It gets widely used as a means of professional communication. Every Corporation, Institute, Organization and Business use email to contact their employees for an informal or formal conversation. There are two major formats called Formal Email and Informal email. Also, emails are important and efficient in sending and receiving files and data over the internet.
An email format should be short, captivating and to the point. It should grasp the attention of the reader immediately. Otherwise, the email will become vague and ambiguous. If it gets boring, it will not fetch quick responses from the reader. Also, accurate grammar and spelling are vital components of an email. The best practice in email writing is to be clear, simple and direct.
A subject line informs the recipient about the specific contents of an email. It is the single, most important thing of an email format because someone opens a mail or not, depending on it. Moreover, a good, crisp, clear and to-the-point subject line is a priority email component. Hence, it will compel and coerce the recipient to read it. A subject line depends on the content and purpose of the sender.
Some important points to follow
Some examples of perfectly written subject lines
Salutation in an email format is a means to greet someone before starting to talk about the main subject. Besides, it varies from person to person, depending on the relationship one has with the recipient. Various options are available depending on the level of formality an individual has with the receiver. Therefore, it may begin with a simple ‘Hi’ preceding the name, or a more formal like ‘Dear Madam/Sir’, ‘Dr. XYZ’ or ‘Professor XYZ’.
Every email gets addressed to someone specific. As a result, we can also greet a person by their name. Otherwise, in an official setting, the salutation should depend on the relationship the sender has with the recipient.
Some vital points to keep in mind
Some examples of appropriate salutations:
The body states what the email is talking about. Here, the sender crafts all the points or information they want to present to the recipient. Hence, it is a vital part of an email format. When writing an email to a stranger, a brief introduction has to be provided in the body and immediately get to the main topic. The body in a format states the purpose of the sender. Moreover, the body should be short and simple with no extra ambiguous pieces of information. An email is not the place to have lengthy continuous conversations.
Some vital points to keep in mind
Some examples of email body –
The tone of your email can determine how the recipient will interpret your message. A negative or aggressive tone can create a hostile environment and make the recipient defensive, whereas a positive and friendly tone can make the recipient feel valued and appreciated. Your tone can also help to establish a professional relationship with the recipient, especially if you’re communicating with them for the first time.Some vital points to keep in mind are:
Dear Mr. Suresh, I hope this email finds you well. I wanted to follow up on our previous conversation about the project timeline. I understand that there have been some delays, but I’m confident that we can work together to find a solution. Thank you for your help and support on this project so far. I look forward to hearing your thoughts on how we can move forward.
Email closing is a crucial component of the email format. Here, the sender has to end his email respectfully after stating the matter earlier in the body. Also, the email closing tells the recipient what’s next. It includes a final call to action, wishing them luck and success, or wanting a favour regarding something. Any of these has to get stated respectfully and formally. Similarly, the best way is to get cordial at the end and provide a brief salutation to finish. Another way to form an email closing can be to end on a friendly note showing one wants to keep in touch with the recipient.
Some vital points to keep in mind:
Some examples of a perfect email closing
It’s important to show gratitude in your emails, especially when someone has done something for you or has provided you with information. Adding a simple “thank you” to your message can make the recipient feel appreciated and valued. This can help to build a positive relationship between you and the recipient. Incorporating a thank you message in your email signature is also a good practice to show appreciation. Some vital points to keep in mind are:
Thank you for taking the time to read this email. I appreciate your attention and look forward to hearing from you soon.
A call-to-action (CTA) is a statement that encourages the recipient to take a specific action, such as replying to your email or clicking on a link. Including a clear CTA in your email can help to ensure that the recipient understands what you want them to do. This can also help to prevent any confusion or misunderstandings. Make sure your CTA is clear and concise, and it’s always good to follow up after sending an email with a CTA. Some vital points to keep in mind are:
Please reply to this email with your availability for a follow-up meeting. I look forward to discussing this further with you.
An email format ends with the last component called a signature. These are the final words to denote the recipient, along with your name and credentials. A well-formed signature is sure to leave an impression on the reader. As a result, if the recipient is impressed, they will be swift and can be useful in their reply.
Signatures should be simple words conveying respect toward the recipient. Some individuals design their signatures to make them look attractive and effective. The email signature should look visually appealing and well organized. Hence, this would earn extra credit points from the recipient if the signature is memorable and aesthetic.
Some vital points to keep in mind:
Some Examples of Signature
You can also read our Blog on How to Write a Bonafide Certificate.
There are various format samples in which the emails can be formed and written. The Email templates depend on the tone, purpose and level of formality. As a result, different email formats are used in different scenarios to cater for the need of the sender. Also, the format has to be used according to the recipient and can be tweaked depending on the occasion.
Some useful format samples used for different purposes are discussed:
Subject: Sick Leave Request
Dear Mr./Ms. [Last name],
I would like to request sick leave from Monday, June 13th, till Friday, July 1st.
I will be undergoing knee surgery. So, at my doctor’s recommendation, I need to be off work for some time to recover. I will complete all my current projects and pending tasks before leaving. Hoping to be back at work on the 4th of July.
I am Looking forward to your approval.
Bonus Tip – It’s vital to be clear with the request asap. Follow it with a legitimate reason to make the request sound stronger.
Subject: Complaint regarding the quality of the Hammer headphones
Dear Customer Support,
I purchased a Hammer 355 wired headset at Slipkart Online Store on Friday, August 12th. I used the headset for about a week. Later, I discovered that the right-side headset stopped working. No sound was coming out, and it was completely dead.
Unfortunately, the slipkart store refused to replace the headphones or return my money because it was out of the replacement period. The seven days return policy had just ended.
I’m very disappointed and heartbroken because of the quality of the product. Also, the after-sales service of the slipkart store on your product caused me mental anxiety.
I hope to resolve this issue and get my money back or get a replacement product. Otherwise, I will have to take further action.
Bonus Tip – A formal complaint should be professional in tone but strongly worded and criticised adequately. The content should not be dramatic and undignified.
Subject: Enquiry about entry fee discounts for the Annual Coding Competition
It is to enquire if you provide student discounts on the entry fee to your Annual Coding Competition, held on September 15th.
I’m a 3rd year CSE student at Jadavpur University. I’m very enthusiastic and excited about your event. But, unfortunately, the entry fee to participate in the competition is too high for me.
I won a lot of accolades and prizes for coding. Hence, I will attach my certificates to this email. I would appreciate it if you could offer me an additional discount seeing my achievements because I want to crack the coding competition held at your campus and win.
I will be Looking forward to hearing from you!
Bonus Tip – Use indirect questions instead of direct ones.
Subject: Response to the complaint dated [Date]
Dear [Name Of Complainant],
We are sorry for the unpleasant experience you had with our product. I can understand your frustration. I have forwarded your complaint to our product quality team. We’ll do our best to make sure this never happens again.
I have initiated a refund on your purchase. It should reflect in your bank account within seven days. We want to offer you an additional 15% discount for your next purchase on our official online store. Please use this promo code to get a discount on any product. [link]
Please accept our apologies for the inconvenience you had.
Bonus Tip – The tone should be friendly and reassuring while responding to complaints. Also, there should be no counter questions and maintain a formal attitude while replying.
(City, State, Zip Code)
Subject: Request for Documents [Nature of Document].
I am [name] and a student of [batch and department] at [college name]. I am writing to request the character certificate document for myself because I need these documents urgently for taking admission to an institute for my higher education.
Kindly send them to my mail id email@example.com [email/mailing address). I will be grateful if you could send me the mentioned documents by 10th September.
Thanks in advance for the document. I am looking forward to hearing from you.
[Department and Year]
Bonus Tip – Mention a date earlier than the date you require the documents. It will help if there is any delay in their official process. It can also make their response quick.
Subject: Meet the New Marketing Head of our Company
I am pleased to introduce you to Ashish, who got promoted to a new role as the Marketing Head of our Company. He shall lead from now on every marketing strategy and plan the course of action. He will make sure you all enjoy the work. Also, you all would like his approach and work ethic for the betterment of this organization.
Feel free to greet Ashish in person and congratulate him on the new role!
Bonus Tip – Produce a tone of excitement and happiness in the email. Use appropriate punctuation to show excitement and thrill.
Email format comprises a subject line, greetings, content and closing email signature. To write the best and most authentic emails, one should use all these components to make their emails effective.
The formal emails are most accurate and to the point. But, the best email format depends on the need of the sender and the purpose of his email. According to the scenario, the sender has to choose the best mail format to suit his needs and requirement.
To write an email, use a professional email address. Next, mention a simple and short subject line followed by formal greetings. Crisply write the content and purpose. Mention the CTA and closing remarks followed by a professional signature to end the mail.
In sending a professional email, the tone should be formal and appropriate. Do not use slang. In addition to this, be informative, kind and thankful. Concisely write the contents. Also, use a meaningful subject line to begin the email.
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