This article will help you communicate better and write formal emails in English.
emails are among the most widely used means of communication in the world. they are fast, immediate and allow you to interact with all kinds of companies inside and outside national borders. At work especially, writing formal emails in English correctly requires certain skills, and in a professional situation, it is essential not to make mistakes in order to give a good impression of yourself and your company.
In this article you will find:
- the rules for writing formal emails in English
- the correct format to use
- examples of formal emails in English
the rules for writing formal emails in English
To write an email in English the right way, don’t improvise! Please read the following tips to avoid making serious mistakes that can compromise the success of your email from the moment it is received.
theme
The subject line is the first piece of information recipients see in an email, and if it’s spelled incorrectly or unclearly, it could push the reader to delete it without even opening it! That is why it is important to give a clear and precise message, from the beginning, indicating the content or reason for the writing in two or three words that attract the recipient’s attention.
style
Unlike many other languages that require long, complex sentences in a formal written context, English is very concise and favors short sentences and simple structure. make sure to divide the text into two or three paragraphs; this allows the reader to quickly see the key points.
courtesy forms
When you write an email in English, you are not only using another language, but you are also entering another culture with different habits. Anglo-Saxons in general pay a lot of attention to forms of courtesy and gratitude, so never forget to add them.
check email
Never send an email in English without rereading what you wrote. grammatical or typographical errors are very common even in your own language, so in English you can make mistakes much more easily. Double-checking what you’ve written is a simple step that can keep you from looking unprofessional and, above all, sloppy.
signature
make sure you’ve set up your emails to end with all the important information about yourself, including:
- name and surnames
- position
- data related to your company (name, address…)
- link to the company website
the format of a formal email in English
- introduction
- body of the text
- conclusion
introduction
Depending on the kind of relationship you have with the person you’re writing to, there are different ways to start an email, but any email should always start with a greeting. In our specific case, being formal, the most appropriate options are:
- dear mr/mrs/mrs. (recipient’s last name, eg mr. black)
- dear sir/madam (if you don’t know the recipient’s first name) or more generally ‘to whom it may concern’
After the initial greeting, you need an introductory sentence that clearly states the reason for writing and is consistent with the subject of the email. introduce yourself briefly (long texts often discourage people from reading them), then continue with:
- I am writing in connection with… (subject of the email)
- I am writing in connection with… (subject of the email)
- I am writing in connection with…
If you are writing an email to send information, you can start with one of the following sentences:
- I am writing to let you know…
- I am happy to tell you… (if you are reporting good news)
- I am sorry to inform you that… (if you are reporting bad news)
If you’re replying to an email you received instead, you can say:
- I am writing in response to…
- I am writing in response to…
- I am writing to thank you for… (if you need to thank the recipient)
text body
There are no conventional formulas to write the body of the text because it varies according to the function of what needs to be communicated. it is useful to prepare an initial draft and then proceed with corrections.
The general rules are that the text should be divided into short paragraphs that avoid abbreviations and acronyms, which you can use instead when writing an informal email to family and friends.
Depending on the type of message you’re sending, there are several ways to write a final invitation before you end the email, such as:
- hope to hear from you soon
- thank you in advance
- for more information please feel free to contact me
- please let me know if you have any questions
- thanks for your attention
conclusion
The most common ways to end an email are:
- best regards
- best regards
- yours sincerely (if you started the email with ‘dear sir/madam’ because you don’t know the recipient’s name)
- Sincerely yours (if you started the email with ‘dear Mr/Ms/Ms + last name)
- regards
examples of formal emails in English
Let’s see how this all works in practice.
example 1: delay with the delivery of an order
subject: late delivery
Dear Mr. Pascual,
We regret to inform you that we will not be able to respect the previously agreed deadline for the delivery of your order. our supplier has warned us today that they are experiencing supply problems, which will cause a delay in our production chain. We count on your understanding and thank you for your patience.
please accept our apologies.
Best regards,
…
example 2: responding to a job ad
subject: web content editor position
dear sir/madam,
Referring to your job advertisement at xxx, I would like to apply for the position of web content editor at your company.
I graduated in communication sciences from the University of xxx and worked for several years in a digital agency as a content specialist. I believe my skills and experience are in line with the requirements for the job. I will be happy to present myself in an interview, which will allow you to better evaluate my possible hiring.
A copy of my resume is attached. I look forward to hearing from you.
respectfully,
…
example 3: sending a product catalog
subject: new product catalog
dear mrs. chapmann,
Following your request, we have recently sent you our new catalogue. we are convinced that it will allow you to check the quality of our products. our local agent will contact you soon to schedule a meeting at the day and time that suits you best to discuss in detail how our products can benefit your business needs.
for more information, do not hesitate to contact us.
respectfully,
…
If you want to improve your English and get better at writing emails, find an English course that suits your needs.
This post has been adapted from the wse italy blog: come scrivere email in english esempi