Writing an Email

Purpose

A formal email is used for professional written communication sent electronically. Emails may:

• Request — ask for information, assistance, or a meeting
• Apply — submit applications or supporting documents
• Follow up — respond to a previous communication or confirm an arrangement
• Inform — communicate a decision, update, or announcement to a recipient

Structure

• To — recipient's name and email address
• From — your name and email address
• Cc / Bcc — additional recipients, if needed
• Subject — clear, specific summary of the email's purpose
• Salutation — Dear [Title] [Surname]: — colon for formal emails
• Opening Paragraph — state the purpose immediately; one or two sentences
• Middle Paragraph(s) — supporting details; one idea per paragraph
• Closing Paragraph — what you need the recipient to do next
• Sign-off — Best Regards / Yours sincerely, followed by your full name and contact number

Key Conventions

• Go immediately to the business at hand — no "I hope this finds you well"
• Write short paragraphs with a blank line between each
• Be professional and direct, but not blunt to the point of rudeness
• Use a colon after the salutation in formal emails, not a comma
• Keep the subject line specific — it should tell the reader exactly why you are writing