After the age of letters, email writing has emerged as the most effective and efficient means of professional communication. Sending and receiving emails have become a necessary part of our daily routine. Email is now used by every organization for professional communication as well as for transmitting and receiving official information. In today’s environment, knowing how to compose a perfect email with a good format to convey your message has become important. For a better understanding, this article will go through all of the details of composing an email, as well as the email writing format.
What Is Email Writing Format
When drafting a professional email, there is a formal structure that should be followed. The manner you write an email can make a big difference. If you write an email properly, it may lead to amazing changes. Your email writing style reveals how you think and how well you communicate. If you apply for a job by email, for example, the way you write your email, including everything about yourself and following a good structure, you may be hired for that position since the company will be impressed by your ability to present yourself. So, let’s have a look at the email writing format.
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1. Email
Always double-check that the recipient’s email address is correct. After you’ve finished writing the final email double-check the email address. Even the slightest change will send your email to a different recipient or cause it to bounce.
2. Subject Line
The most important aspect of email writing is the subject. The title of your email should be a one-line statement that expresses the purpose of your email. This makes it simple for the receiver to understand the email’s purpose and immediately respond. For example, a company you applied to might overlook an email without a subject line since the inbox couldn’t highlight it. The subject of your email can be viewed on the recipient’s main email page, making it simple for them to understand what you’re trying to convey and whether or not they should respond quickly.
3. Salutations
In an email writing format, salutation is essential for setting the standard right away. The salutations should be tailored to the sender’s relationship with you or the purpose of your email. Salutations are usually formal, however, they can also be casual at times. The salutations you use can help you establish a relationship with the email recipient and act as an icebreaker.
4. The Body
The email body is an important aspect of the email writing structure. The value of the body text cannot be overstated in the email writing method. You can start with a one-liner or sentence like “Hope you’re doing well” or “Hope this email finds you well” after the salutations. When drafting an email, it’s usually a good idea to start with asking or praying for the recipient’s well-being.
Formal Email Writing Format
These emails are usually used for professional and official purposes. Using polite language and being precise are some important characteristics of this type.
Writing a relieving letter to an employee (example 1).
Subject – Regarding Relieving Letter/Relieving letter.
Dear Neha,
Hope you’re doing well.
As you are aware, your employment at XYZ Company came to an end on January 7, 2022. This email is to acknowledge your time at this company.
This email refers to the termination of your employment at XYZ. As of January 7, 2022, you are relieved of your responsibilities. We can confirm that you worked as a Content Editor for XYZ from November 22, 2019, to January 7, 2022.
We would like to thank you for your service at XYZ and wish you the best in your future endeavors.
Nupur Awasthi
HR Manager
XYZ
Sample 2: Writing an email for a job application
Subject – Regarding Job Application at ABC News
Hi Supriya,
Hope you are healthy and doing well.
I’m Neha Kamat, and I’m now pursuing a master’s degree in mass communication at XYZ College. I learned about the positions in the ABC News Agency’s Journalism section through LinkedIn, and I believe I would be a good fit for this position given my previous expertise in the sector.
I worked as a full-time journalist for a news organization when I was assigned to a promising Indian education project. Covering news from Indian villages with a focus on education, as well as editing, developing, and curating content for their website, were all part of my responsibilities. I’m used to writing and reading a wide range of articles and essays as an English major. I am an avid reader who enjoys books of all types. I have my own blog where I post all of my creative work.
Another significant thing in my portfolio is that I interned as a content writer in a company. My task was to conduct telephonic interviews with notable persons from India’s endangered tribes and compile an essay from the results. This internship allowed me to improve my communication skills and learn how to receive information with empathy. My English education and professional experience have also helped me have a thorough understanding of the media.
Please find my CV attached for your reference. If hired, I will do my best I can to help ABC News Agency reach new heights. I’d also like to point out that I’d be a fantastic resource for you. I’m here to be an asset to both you and ABC, in addition to being an employee.
Hoping to hear from you soon.
Thanks and Regards,
Neha Kamat
Important Guidelines for Writing Emails
When it comes to composing an email, it is critical to follow basic guidelines. As previously stated, email is primarily used for business purposes, and you do not want to mess up the email format. Here are some pointers to help you make your email more professional and clear.
- Make sure to not make any grammatical or spelling mistakes. It is considered very unprofessional.
- Always use the most recent format. Make certain that your writing is on the left side of the page.
- In an email, don’t mention dates. Dates are not included in the email writing format because dates are automatically created.
- Before sending your email, double-check that the recipient’s email address is correct. This will avoid your email from being sent to an unknown address or being bounced.
- When it comes to protesting about something, be formal, but also go into detail.
