Are you embarrassed by your formal email skills?
Surely from the question you understand, today I will declamation about completely a different issue.
Usually, I talk to you with SEO, Email Marketing, and Life Hacking Technology. So why do I consult about formal email?
Indeed a logical reason. Educationally I am a textile engineer. I worked for a long time in the export-oriented factory and multinational companies. All the domestic or foreign buyers have to communicate through email.
From my long experience, I saw when a new boy or girl started his/her career, he had to face a lot of trouble in writing a formal email.
Because normally he has been emailed to friends or family or acquaintances which is called casual email. But there is a lot of difference between casual and formal email.
Your professionalism will emerge in your email. Remember that an email is able to bring million dollar business for your company. But to get an expected result, you have to adhere to some rules.
You can address your known people in any way conformity to their relationship. But for the formal email, you have to consider many things in mind before addressing.
This is just an example. There are many things that you need to know. I will unveil some of these things today.
Only newcomers will be benefited from this article, not like that. If you already continue in the job, then this informative article will definitely be useful for you as well.
Glimpsed On The Email
Email symbolize electronic mail. Email is the exchange of computerized messages with the help of telecommunication. Like a letter, it is sent through the internet to a recipient.
An email ID is mandatory to get an email. It’s like a phone no to call someone.
One person’s email address belongs to his email communication identity. That address must be unique for each user.
When we use email for professional purpose in a responsive way, called it responsive formal email.
You can find many online email service provider. And their service is fully free. Among all Gmail, Yahoo, Outlook, Zoho, Yandex etc are most popular.
The established companies use their own email server. Thus, their brand value increases, as well as security, is assured.
The main feature of email
• It is very fast to communicate. Your recipient gets your email when they go on the web and access their mail.
• It’s riskless. In the paper mail, it has a possibility to steal & information licking but email has no chance. Because every email address is password protected.
• It’s economical. No need money to send a mail. Only need the internet charge.
• Extra information can be shared. Image, documents, and other different formatted files can be exchanged through the email.
• One email can be sent to the multiple recipients at a time.
Art of Responsive Formal Email
For the greater part of us, email is the most familiar way of business correspondence so it’s relevant to get it right.
Despite the fact that emails typically aren’t as regular as letters, regardless they should be proficient in introducing a positive image of you and your organization.
Always try to write the short and to-the-point email. It will increase your productivity by reducing the email composing time.
Actually, spending more time to write a mail is not a professional practice.
Moreover, by keeping your email short, you may probably spend less time on e-mail. And additional time may utilize on other work.
Writing precisely is a skill. Like any skills, you may need to work at it.
Be clear, be shorter. Don’t bother your client.
Everybody is busy in the office with their work. They have not enough time to read out your long essay. Rather, the board on you. And try to avoid your email.
Maybe they keep your ID in the spam folder. As a consequence, you have to fail to gets expected results.
Understand Mailing Reason
It’s very clear that every email has a specific reason.
Especially, in the corporate market email must have a particular value.
Sometimes a meaningful eye catchy formal mail can hit the button to raising up your business. Even, it can be beginning.
So, before writing and sending any mail to think twice-
- Is it really needed?
- Is this object-oriented?
- Why I send this?
- What do I require from the recipient?
If you are confident to know all the answer then no doubt you are going to write a perfect formal email.
At least, it is clear that you know your mailing purpose.
A Good Way to Write a Formal Email
As I already say, email writing is an art. It represents your personality. If you follow below-mentioned steps, be sure your mail will be absolutely formal. And definitely responsive.
- Topic related subject line
- Start with a greeting
- Thank the receiver
- Express your objective
- Add your end comments
- End with a cordial closing
Let’s have a brief discussion about all the step with the example.
Topic Related Subject Line
The subject line is a very crucial part. Basically, your customer has not enough time or he/she very choosy to read email.
So, you have to bound him to open your text.
Don’t worry. I will tell the secret.
Make a meaningful & object-oriented eye-catching subject line. When a recipient received a mail, it just shows the subject, commonly known as heading line only into the mail inbox.
If your headline makes him/her a sense, only then he/she open your text.
For this reason, you must have to give extra concentration on a subject line.
Start With a Greeting
Greeting or message of kindness or welcome note has an extra value. This is the very fast line of a mail. Considering relationship with the recipient always starts your email with a good greeting.
- When contact person is your friend, you can easily say, Dear Mahan
- If your relationship with the recipient is official then start with, Dear Mr.Mahan
- If the relationship is more cheerful, then mention, Hi Mahan
- In case you don’t recognize the name of the man or woman you are writing to, then use, To whom it may concern or start with Dear Sir/Madam
Thank The Receiver
“Thank you” are just two words. But, its value uncountable.
After greetings, it is the second step to impress your receiver.
When you thanks someone he/she feel positive and try to response you in a good way. There are many styles and different condition of response your recipient. You have to understand the mode of mail.
If you are replying to a client’s inquiry, you need to start with a line of thank you.
For instance, if someone has a question about your organization, you could say, “Thank you for communicating with XYZ company”.
If someone has responded to one of your emails, make sure to say, “Thank you for your prompt reply” or “Thank you for your kind response”.
Express Your Objective
Don’t bother your recipient. They have not enough time to guess your mailing purpose. So, state directly why you writing this formal email.
For example, you may start with “I’m writing on your inquiry about our XYZ company”.
Keep in mind, people want to read rapidly.
Sometimes they read mail in the waiting room of railway station, sometimes in the bus station, even when they travel by standing on train or bus. They utilize their time in a productive way.
A broad essay type mail makes wastage of time and has the possibility to skip out.
So, tell straightforward why are you writing this text?
Keep your sentences short, clear and meaningful.
You’ll additionally need to give careful consideration to linguistic use, spelling, and punctuation. It represents your professionalism and gives a positive impression of your organization.
Add Your End Comments
End comment is very important to give a reply. Here you show politeness, cordialness, and kindness to the reader.
It has two important purposes.
First, It gives the recipient a good feeling.
Second, It increases the interacting chance.
There are no specific rules. Here I give you some example. You may choose any one of them.
• Should you need any further assistance, do not hesitate to contact me.
• If you have any question, do not hesitate to let me know.
• If you face any problem, please call me.
• Confirm receipt.
• I’m looking forward to hearing from you.
• For further information, ask me.
End With a Cordial Closing
This is the last step to impress your reader. There is nothing to describe. Try to be short. Express your thankfulness.
• Best Regards
• With Thanks
• Best Regards & Thanks
• Kind Regards
• Thank You
This is the part where you inform the reader about you and your company.
Wait !! No need to describe anything.
You have to need just put your name, position, contact no, email, company name, company logo( if you want), company address, company telephone no, fax no, email no, website.
You can generate free attractive signature through Mail-Signatures.com.
In the end, In brief, I try to give a clear overview of a formal Email. Keep in mind you have to write in short but meaning should be deep. Always try to use a simple sentence. Avoid passive voice. In this way, you can create an eye-catching responsive formal email that makes you from zero to hero.