How to write a formal email?
Email Etiquette Tips
and Rules | All you need to know to write an email
Email Etiquette
Purpose fo Email
To inform
To persuade
To request
Negative effect of poor Email Etiquette
Miscommunication
Offend People
Damage the client’s perception of company
Do’s and Don’ts
Do’s
1. Include the Client’s name in the Subject Line.
2. Do use a professional salutation “Hello” and “Dear”.
3. Profread for grammar and Spelling.
4. Put the name of the person that needs to take action in the “to” line,
not in the “Cc” line.
5. Always provide a specific deadline for action that needs to be taken.
6. State the purpose of the email in the opening line.
7. Keep your tone professional.
8. Always use standard fonts.
Don’ts
1. Don’t misspell the client’s name/company name.
2. Don’t use a nickname/shortform without permission.
Eg. Jo for Josephine
3. Don’t send emoji’s the clients unless they have done so first.
4. Don’t use too many exclamation marks.
5. Don’t write in “All Caps”. (It read as shouting).
6. Don’t send an email while upset and angry – rather wait an hour.
7. Don’t use humour.
8. Don’t hit “reply all” unless everybody really needs to read your
response.
9. Don’t forget your signature.
How to Write a Formal Email: Email Etiquette Tips and Rules
Formal emails are essential for professional communication, whether you are
informing, persuading, or making a request. Proper email etiquette helps you
avoid miscommunication, offending recipients, or damaging your or your
company’s reputation510.
Purpose of a Formal Email
To inform
To persuade
To request9
Key Elements of a Formal Email
Element Description
Clear, concise, summarizes the email’s purpose. Include recipient’s name if
Subject Line possible157.
Use a professional salutation such as “Dear” or “Hello” followed by the
Greeting recipient’s name157.
Opening Line State the purpose of your email immediately79.
Be clear, concise, and relevant. Use short paragraphs or bullet points if
Body needed579.
Call to Action Specify the action required and provide a clear deadline if needed59.
Closing/Sign- Use a professional closing (e.g., “Best regards,” “Sincerely”) and include yo
off signature57.
Email Etiquette: Do’s and Don’ts
Do’s
Use a clear, informative subject line, ideally with the recipient’s
name15.
Start with a professional salutation (“Dear,” “Hello”)157.
Proofread for grammar and spelling errors57.
Address the person responsible for action in the “To” line, not “Cc”5.
Provide specific deadlines for requested actions5.
State the purpose in the opening line79.
Keep your tone professional and neutral15.
Use standard fonts and formatting5.
Don’ts
Don’t misspell the recipient’s or company’s name.
Don’t use nicknames or short forms unless permitted.
Don’t use emojis unless the client has done so first.
Don’t overuse exclamation marks.
Don’t write in ALL CAPS (it is perceived as shouting).
Don’t send emails when upset; wait and review before sending.
Don’t use humor, as it may be misinterpreted.
Don’t “reply all” unless necessary.
Don’t forget your professional email signature.
Example Structure of a Formal Email
Subject: [Recipient’s Name], Request for Meeting on Project Timeline
Dear Ms. Smith,
I am writing to request a meeting to discuss the revised timeline for the ABC
project.
Please let me know your availability this week, preferably by Thursday, May
8.
Thank you for your attention.
Best regards,
John Doe
Project Manager, XYZ Company
Why Email Etiquette Matters
Poor email etiquette can result in:
Miscommunication
Offending recipients
Damaging professional relationships or company reputation
Mastering email etiquette ensures your communication is effective,
respectful, and professional, which is essential for career success.
Summary:
A formal email should be clear, concise, and respectful. Use a professional
greeting, state your purpose upfront, keep your message brief, and always
proofread before sending. Following these etiquette rules helps you
communicate effectively and maintain a positive professional image.
