Email Format, Easy Steps and Samples for Writing a Formal Email
by Surya
Updated May 30, 2023
Email Format
Email format refers to how an email message is structured and presented, including elements such as the subject line, greeting, body content, and closing signature. It's important to follow proper email formatting to ensure that your message is clear, professional, and effective in communicating its intended purpose to the recipient. Different types of emails may require different formats, but in general, following basic guidelines for email structure and style can help you create more effective and professional email communications.
Email format refers to the visual structure and arrangement of the various components of an email message. It includes the layout of the email, the placement of your message, and the organization of any attachments, links, or images that you may include.
The email format typically includes the following elements:
The email format can vary depending on the type of email, its purpose, and the intended recipient. Formal emails, for example, may require a more structured and detailed format, while informal or personal emails are often more relaxed in style and tone. It's important to consider your audience and the context when formatting and writing your email.
In general, a well-formatted email can enhance your credibility and professionalism and can help ensure that your message is clear and effective in achieving its intended purpose.
Business Email Format
When it comes to writing business emails, there are a few general guidelines to follow for proper email format:
It's also important to keep in mind who your intended recipient is when formatting and writing your business email. If you are emailing a superior or someone you have never corresponded with before, you may want to use a more formal tone and adhere to all the general email format guidelines outlined above. If you're emailing colleagues or someone you have an existing relationship with, you may be able to use a more relaxed tone, but still remain professional.
Ultimately, clear communication and professionalism should be the main goals when formatting and writing business emails.
How to Format a Business Email?
Throughout the history of commerce, business communication has played a vital role in facilitating trade and transactions. Over time, formal templates for business letters have been established, but the same cannot be said for business emails, given that widespread email usage by the general public only emerged about two decades ago.
Nonetheless, a widely adopted format for business emails has emerged, as depicted in the image below. By adhering to this format and following the five guidelines provided, you can effectively compose a business email that can be easily adapted for various business purposes.
Use A Short But Detailed Subject Line
Rather than employing a generic subject line like "Proposal," it is advisable to craft a concise yet descriptive subject line such as "Product XYZ Case Study Proposal." This allows the recipient to have a clear understanding of the email's content before opening it.
(Providing transparency regarding the email's purpose can increase the recipient's interest and motivation to open it. Leaving things to chance or relying on mystery may not always yield positive results.)
Open With A Salutation
If your email is of a formal nature, it is appropriate to begin with the salutation "Dear [Recipient's Name]:".
However, in most cases, "Hello, [Recipient's Name]." is a better option as it suits the more relaxed tone of emails compared to traditional letters. The use of "Dear" may come across as too reserved.
For a slightly more casual tone, you can customize your salutation based on the time of day, such as "Good morning, [Recipient's Name]."
To learn more about punctuating salutations in emails and letters, you can refer to my post titled "How to Punctuate Salutations in Emails and Letters."
Write A Brief Message
After the salutation, leave a blank line and start your message.
To improve readability, leave a blank line between each paragraph instead of using paragraph indentations. This is because email formats, including indentations, can be unreliable.
Keep in mind that your recipient might be reading your email on a small-screen device. Therefore, it's advisable to keep your message concise while ensuring clarity.
Use a Closing
In formal emails, it is customary to end with a traditional complimentary closing, such as "Sincerely," or "Thank you," followed by your name on the line below the message.
For less formal emails, you can conclude with a closing sentence that provides a sense of closure, such as "Feel free to reach out if you have any questions." Your name should be typed below the closing sentence.
If you're interested in learning more about different types of complimentary closings, elliptical clause closings, and closing sentences.
Make Sure The Information In Your Signature Block Is Accurate
A signature block serves as an electronic business card located below your closing in an email. It usually contains your name, company name, telephone number, email address, and website. Additional elements may include your business address, social media links, and a picture or logo.
Similar to a physical business card, the recipient assumes they can utilize the information provided. Therefore, it is important to ensure your signature block is current and accurate before sending your email.
Professional Email Format
To write a professional email, use the following format:
It's also important to keep in mind who your intended audience is when writing a professional email. If you're emailing a superior or someone you have never corresponded with before, you may want to use a more formal tone and adhere to all the general email format guidelines outlined above. If you're emailing colleagues or someone you have an existing relationship with, you may be able to use a more relaxed tone but still remain professional.
Ultimately, clear communication and professionalism should be the main goals when formatting and writing business emails.
Formal Email Format
To write a formal email, you can use the following format:
It's important to keep in mind your intended audience while writing the email. A formal email is usually sent to someone you do not know well or in a professional setting such as your boss or the HR department of the organization. Ultimately, a professional tone and clear communication should be the goal when formatting and writing formal emails
Email Format - FAQs
A clear and concise summary of the main purpose of the message.
Address the recipient formally, using "Dear" followed by their title and last name.
The reason for your email and a brief introduction of yourself.
Use short paragraphs to provide details and supporting information related to the reason for your email.
End with a polite and professional closing, such as "Sincerely" or "Thank you."