Writing a Formal & Informal Email

In the information age, email has become the dominant form of communication. Being able to
write a polished, professional email is now a critical skill both in college and the workplace.
Below are some key distinctions between formal and informal writing, as well as some
guidelines to follow when composing a formal email to a superior (professor, current or
prospective employer, etc.) or someone who does not know you.

Informal vs. Formal

Informal:
  Written to friends and family

  Accuracy and grammar (spelling and punctuation) are not important 

 You can make up your own rules

Formal:
  Written to a professor, colleague, boss, etc.
 Must always be professional
 Accurate grammar, punctuation, and spelling necessary

Example:

Dear Professor Johnson,

I was unable to attend class today due to a doctor’s appointment. When you have a moment,
could please let me know what I missed and what homework I need to have completed for
Friday?

Thank you,
Julia Smith

Email Format:
Salutation:
The salutation of a formal email is similar to the salutation of a letter. When writing to
someone you do not know by name, you put “To Whom it May Concern.” When applying for a
job, you would address the person by, “Dear Hiring Manager.” If you do know the recipient’s
name, you put “Dear Mr./Ms. Smith.” For a formal salutation, you should not use the recipient’s
first name or the informal greetings “Hello” or “Hey.”
Body Paragraphs:
 It is important to remember that an email needs to be concise. The first sentence, known
as the opening sentence, can be a greeting if the situation allows it.
  I hope all is well with you.
 Thank you for your prompt response.
However, for most formal emails it is best to get straight to the point. Depending on the subject,
you should have a maximum of four paragraphs and each paragraph should contain a single
point. It is also important to provide questions in order to prompt a response. At the end of your
last paragraph you should provide a “thank you” or “call to action” depending on the subject of
your email.
  Thank you for your assistance with…

  Thank you for your time and I look forward to hearing back from you. 

  Please feel free to call or email me if you have any questions.

 I would appreciate it if this could be taken care of promptly.
Closing:
Like the salutation, the closing of a formal email can be the same as the closing to a letter.
However, unlike the salutation, there are more options for a closing.
  Thank you

  Best regards
 Sincerely
 Yours
The closing is then followed by your full name. It is also beneficial to add your job position (if
applicable) and phone number under your name in the 4th paragraph.

Example:

Sincerely,
Julia Smith
Student Body President
Menlo College
(555) 555-5555

Tips:
 Do NOT use contractions.
o For example: don’t, haven’t, I’m, isn’t.

  Do NOT write in all capital letters.

  Use formal vocabulary and sentence structure. Do NOT use slang.
o For more help on this topic please refer to the module Diction & Style:
http://www.menlo.edu/uploads/academics/DICTION__STYLE.pdf
 Proofread the email at least twice and get a second opinion if possible.
Exercises:
SAMPLE:1
Write an email for the post of Junior Designer addressed to the Mr. Chris Anderson , Design Director,
ABC Architects, Boston.

From: [email protected]
To: [email protected]
Date: 11.09.18
Subject: Applying for the post of Junior Designer- reg.
Dear Mr. Anderson:
With this letter, I wish to express my strong interest in working with ABC Architects as a
Junior Designer. After three years in design and construction, I believe I would bring several
areas of competence to ABC Architects. My resume detailing my professional background is
enclosed for your review and consideration. In my current position, I manage a team of designers
and coordinate various consultants and work streams under demanding deadlines. I have
contributed to the design of numerous high-rise projects including the First Bank Tower in New
York and the Finance Office HQ in Dallas.
Through these and other projects detailed in my resume I am experienced with building
materials and systems, sustainability techniques and construction administration on complex
projects. I have extensive experience with a broad range of design and management software
including AutoCAD, Sketchup, Revit, 3DS Max and Adobe Suite. I would very much like to
speak with you about the designer opportunities and the ways you can utilize my expertise. Please
expect my call on Thursday, October 15th to arrange a convenient time to discuss. I look forward
to speaking with you about this opportunity.
Sincerely,

Patrick

Sample:2

Write an email to your colleague congratulating for getting a new job in formal way.

From: [email protected]
To: [email protected]
Date: 11.09.18
Subject: Congratulations on Your colleague’s new position- reg.
Dear friend,
It was with great pleasure that I learned of your new position at the XYZ Architects.
 Having known and worked with you, I know that you are ready for such a challenge, and I am
impressed by your initiative in pursuing this wonderful new career direction. You have the
necessary skills and experience and will make a terrific Team Leader.
While we will miss your expertise and the general optimism and cheer you’ve generated in our
department, I’m more than happy for your success in landing your new role. Please let me know
if there is anything I can do to support you during your transition between jobs.
Best of luck as you advance in your career, and please keep me updated as to how things are going!
Sincerely,
Kathick

Sample :3

Write an email to the Editor of a newspaper expressing your views against the insensitive use of
loudspeakers.

From: [email protected]
To: [email protected]
Date: 11.09.18
Subject: Nuisance created by loud speakers - reg.
Dear Sir,
The insensitive use of loudspeakers has become quite a nuisance in our cities. The most
annoying thing is that loudspeakers have now become an integral part of all celebrations. People
seem to believe that even private occasions like marriages and birthday parties would be
incomplete without the blaring of loud speakers,.
Noise pollution is already one of the greatest problems that people living in cities have to
deal with. The excessive use of loudspeakers makes it even worse. Of course, it is necessary for
some occasions. But I see no justification in using them during every party or meeting.
The worst hit by this improper use of loudspeakers are the elderly and the children. Due
to the excessive noise, the elders couldn’t sleep properly and the children couldn’t concentrate on
their studies. It is the high time the authorities did something to regulate the use of loudspeakers.
Sincerely,
Patrick