Therefore, it’s extremely important to define your main point in 1 or 2 paragraphs tops. If you clearly convey your request or question and your reader feels it’s relevant and interesting, then they’ll continue reading your email. If you manage to get them to stay after this point, in most cases, they’ll return your email. Good for you.

formal professional email writing examples and formats

Email writing skills

Derek Smith | Training & Development Industry Researcher | Derek researches, discusses, and writes about the impacts of employee learning on organizations and individuals. He regularly interviews L&D and HR professionals, sharing their insight on trends and best practices that help organizations create stronger training programs, and help to grow their employees and their business.

For instance – communicating online increases the risk for misunderstandings. When you’re communicating in a face-to-face context, factors like gestures and tone give clues to a speaker’s intent. You can read body language, facial expressions, and other non-verbal cues to alter messages and avoid misunderstandings.

Developing effective email communication, mastering email writing skills, and establishing good email writing habits will instantly improve your employees’ online professionalism, which translates to a better reputation offline, too!

Using online training is an easy way to teach these skills to your employees. Microlearning videos are short but pack a punch of information and employees can view them a their own work station and not have to leave for hours, slowing productivity. By watching a short video, employees can learn how to communicate for effectively and professionally at work and in their daily lives.

What are email writing skills?

Email writing skills are aptitudes that can help you create meaningful correspondence with professional and personal connections electronically. By developing your email writing skills, you can start writing better emails that communicate your points more succinctly, accurately represent your comprehension and intelligence and minimize the number of unnecessary responses. Email writing skills are like communication skills, but because they involve written responses, they can take extra time and care to develop.

Communication

One of the most important skills that can influence the success of your emails is communication. When writing emails, it’s essential to include ideas as succinctly as possible. Often, your audience won’t take the time to read the entirety of a lengthy response, and they might not see critical information. Learning to synthesize your ideas and communicate important points effectively can make it easier to maximize the efficiency of your correspondence.

Attention to detail

Attention to detail is another crucial email writing skill. It applies to both your own writing and your comprehension of others’ messages. In your own writing, noticing minor details can help you find grammatical errors, typos or missing information quickly. Thoroughly reading the emails you’re responding to can also help ensure you address every relevant point in someone else’s email.

Writing

Writing skills are very important when writing emails. Your writing skills can help you communicate your thoughts well and can also influence your use of spelling and grammar. Developing your writing skills can make your emails easier to read and less prone to typos, which can distract your reader and prevent them from understanding the full value of your message.

Time management

Time management is also an essential skill related to email writing. Often, especially in a professional setting, you might have to respond to multiple emails a day. Learning to write effective and professional correspondence quickly can increase your productivity and show your email recipient you value their time.

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Writing Effective Emails

The average office worker receives around 80 emails each day. With that volume of mail, individual messages can easily get overlooked. Follow these simple rules to get your emails noticed and acted upon.

1. Don’t Overcommunicate by Email

One of the biggest sources of stress at work is the sheer volume of emails that people receive. So, before you begin writing an email, ask yourself: "Is this really necessary?"

As part of this, you should use the phone or IM to deal with questions that are likely to need some back-and-forth discussion. Use our Communications Planning Tool to identify the channels that are best for different types of message.

Also, email is not as secure as you might want it to be, particularly as people may forward emails without thinking to delete the conversation history. So avoid sharing sensitive or personal information in an email, and don’t write about anything that you, or the subject of your email, wouldn’t like to see plastered on a billboard by your office.

Whenever possible, deliver bad news in person. This helps you to communicate with empathy, compassion, and understanding, and to make amends if your message has been taken the wrong way.

2. Make Good Use of Subject Lines

A newspaper headline has two functions: it grabs your attention, and it summarizes the article, so that you can decide whether to read it or not. The subject line of your email message should do the same thing.

A blank subject line is more likely to be overlooked or rejected as "spam," so always use a few well-chosen words to tell the recipient what the email is about.

You may want to include the date in the subject line if your message is one of a regular series of emails, such as a weekly project report. For a message that needs a response, you might also want to include a call to action, such as "Please reply by November 7."

A well-written subject line like the one below delivers the most important information, without the recipient even having to open the email. This serves as a prompt that reminds recipients about your meeting every time they glance at their inbox.

Basic formal email structure

Before we get into different email templates, it’s important to know how to build an email yourself. For the most part, every email, regardless of its contents, will follow the same structure with the same basic elements. You should get to know these elements in order to ensure proper and effective email writing as a whole.

Email address

Your email address is oftentimes out of your control. If you’re working for a company or operate under the umbrella of a brand your email address will likely include the company or brand name domain.

For example, the emails in WiseStamp are all in the following format: [employee_name]@wisestamp.com. This ensures that we all have a professional business email address. Since only the owner of wisestamp.com can issue email addresses under that domain name, this ensures our emails appear legitimate.

Imagine if each employee would have a random Gmail address like [name][email protected], which anyone can create, that would be a bit suspicious. Email open rates are first and foremost dependant on trust, so make sure you have a trustworthy email address or suffer very low open rates.

Subject lines

Your subject line will be the single most important element in your formal email writing. It is the first thing your recipient will see and unless you convince her then and there that your email is safe, relevant, and high priority (in that order) it may never be opened. If this happens, any effort you put into the rest of the email elements will go to waste.

Your subject line will depend on the purpose or content of your email, but overall, you want it to be something engaging enough for a recipient to click on.

Studies have shown that personalized subject lines are 26% more likely to be opened. You also want to tailor your email subject line to your email goal, whether it’s a sales email, a personal email, a newsletter, or something else. I advise that you take the time to think of 3-4 refined options then consider which of them will likely be most appropriate.

References:

https://www.bizlibrary.com/blog/employee-development/communicating-online/
https://www.indeed.com/career-advice/career-development/email-writing-skills
https://www.noslangues-ourlanguages.gc.ca/en/blogue-blog/courriels-efficaces-email-skills-eng
https://www.mindtools.com/CommSkll/EmailCommunication.htm
https://www.wisestamp.com/blog/formal-email-writing-formats/