Writing a formal email is different than writing an email to your friend. There is a line of difference between formal emails and casual ones.
In order for you email to create a positive impression, you need to follow some simple steps.
(1) Type in the correct email address
(2) Put a proper subject – the subject has to short and precise. It has to be related to the content in your email
(3) Address the recipient: in a formal mail never use phrases like “Hi” and “Hello”. Always address with a gesture like Mr, Ms, Mrs etc.
(4) Introduce yourself or the situation in the first para – “I have been researching on the problem which the client had for the project XYZ and in my research I found out that…….
(5) Write the actual message: “according to my findings I have concluded that we should …….
(6) End note – end the email properly and don’t just stop anywhere abruptly. “Awaiting you reply. Anticipating a positive answer” – use such phrases to end the email
(7) Sign with a full name – your name, your designation, your department, company name
Once you have completed writing an email, proofread the entire mail to avoid any grammar or spelling errors.
Let’s have a look at one situational example…
Situation: Arti has to remind her colleague about the meeting
I just wanted to remind you about the meeting that we have tomm. Do let me know if you have any questions
Subject: Reminder of 10 am meeting scheduled tomorrow for XYZ process
I just wanted to remind you about the meeting we have scheduled for Monday, October 5, at 10:00 am. It’s being held in conference room A, and we’ll be discussing the new XYZ Process.
If you have any questions, feel free to get in touch (x3024).
Why was it a bad example – Poor communication, there is no information about the meeting in subject. Such emails lack clarity of thoughts. It makes the entire mail look like a SPAM EMAIL.
Why is it a good example – See how specific this new headline is?
The great thing about this headline is that the reader doesn’t even have to open the email to get most of the relevant information.
And the precise nature of the headline serves as a useful prompt. Every time the reader glances at his saved emails, he’ll be reminded about that specific meeting.
How to make an effective signature:
Nasscom Office Solutions
Work Report Submission format
(1) Name and Date of the report (summary of 1st Dec 2013)
(2) Provide details of the project (XYZ project)
(3) Explain the things which have been completed (a,b and c have been done uptil now)
(4) List what all you would be doing till the next report period (create a To-Do list)
(5) Discuss or point out potential problems you have for this project under a header “Problems”
Query email format
(1) Email the correct related person for that query
(2) Appropriate subject line (query in 2-3 words “problems with my computer”)
(3) Address formally (Mr., Ms., Mrs.)
(4) Present your idea (what you think can be done in that situation or what you want for that problem)
(5) End Note