Overview
This lecture explains how to write a formal email, outlining its structure and offering practical tips for professionalism and clarity.
When to Use Formal Emails
- Send formal emails to people you don’t know well, such as bosses, professors, or companies.
- Avoid using formal email structure when writing to friends or family.
Structure of a Formal Email
- A formal email has five key parts: subject line, salutation, opening, body, and closing line/sign-off.
Subject Line
- The subject line is the first thing the recipient (email receiver) sees.
- It should be short, clear, and accurately reflect the email’s content.
- Avoid vague or overly detailed subject lines.
Salutation
- Begin with a proper salutation, using the recipient’s title and name if known (e.g., "Dear Dr. Smith").
- If the name is unknown, use a general salutation (e.g., "Dear Sir or Madam").
- Do not use informal greetings like "Hi" or "Hey".
Opening
- Introduce yourself if necessary, or thank the recipient for a previous message.
- Briefly explain the purpose of your email.
Body
- The body contains detailed information, clearly conveying your message.
- Be thorough but concise and to the point.
Closing Line & Sign-off
- Use a closing line to end the email (e.g., "I look forward to your reply").
- Sign off with your full name and contact information.
Final Checks Before Sending
- Proofread to ensure there are no typos or mistakes.
- Confirm the recipient’s name is spelled correctly.
- Avoid using slang, emojis, or contractions (e.g., use "will not" instead of "won’t").
- Use an appropriate, professional email address.
Key Terms & Definitions
- Recipient — the person who receives the email.
- Salutation — the greeting at the start of the email (e.g., "Dear...").
Action Items / Next Steps
- Review your current email address for professionalism.
- Practice writing a formal email using the described structure.