WHAT IS THE LATEST FORMAT FOR EMAIL WRITING -CLASS 8.
Answers
Answer: Formal Greeting
Writing a Formal Email
While an informal email can often be sent quickly, writing a formal email typically takes a bit more thought and a bit more time. Careful consideration needs to be given to each email element.
With that in mind, let's take a closer look at some common elements of a formal email:
Subject Line
The subject line is what the reader sees in their inbox. If the subject line is misleading or missing information, your email may not get read. The message may even be sent to spam. The more formal your email is, the more detailed your subject line should be. But beware of making your subject line too long.
Here's an example of a formal email subject line:
Required Student Meeting: December 5th, 9:30 a.m.
Required Student Meeting: December 5th, 9:30 a.m.Compare that subject line with this informal email subject line:
Upcoming Meeting
Notice that the first subject line is more informative and complete. The informal subject line, sent to someone you know well, just barely touches on the topic.
Salutation
The salutation directly addresses the person you're sending the email to. It's always used in formal email messages, but sometimes skipped in informal messages. Here are some examples of formal and informal salutations:
If you're sending the email to a group, address the entire group. Here's an example:
Dear Students,
If you've got the person's name you want to send the email too, it's proper to use their name along with any title the person has. Here's a sample formal salutation for an individual:
Dear Professor Smith,
If you don't know the name of the person you're trying to reach, you should make every effort to discover that information. As a last resort, it's okay (but less effective) to address the email to the title of the person you hope to reach. Here's an example of a formal salutation without a name:
Dear Human Resources Director,
In rare instances where you don't know a person's name or title, it's okay to use this salutation:
To whom it may concern,
Contrast the formal salutation examples with the following informal salutations:
Informal Salutation for a Group
Informal Salutation for a GroupHey Class!
Informal Salutation for a GroupHey Class!Informal Salutation for an Individual
Informal Salutation for a GroupHey Class!Informal Salutation for an IndividualHello Taylor,
Informal Salutation for a GroupHey Class!Informal Salutation for an IndividualHello Taylor,As you can see, the formal and informal salutations are very different.
Introduction
The opening of a formal email often requires the sender to introduce themselves. In contrast, informal emails are sent to someone you know and the introduction isn't needed.
Here's an example of an opening in a formal email:
My name is Jordan Smith. I am the professor of Statistics for XYZ University. This message is for all current students.
Body
The body of a formal email typically elaborates on the purpose of the email. Elaboration may not be needed in an informal email. Although the body contains detailed information, it's important to write clearly and concisely in a formal email. Remember your reader isn't familiar with you and may not be familiar with your topic. You don't want your email recipient to misunderstand an important point.
Closing
How you end a formal email is equally important. Since the email closing is the last thing your recipient looks at, your email closing can leave a lasting impression.
A good formal email closing also reminds the reader who you are since it should include your full name, contact information, and title (if appropriate). If you can, use a professional signature template for added impact. (Learn more about signature templates in the next section.)
In contrast, an email closing may be extremely casual for an informal email. In some instances where the recipient is well known to you, you may even omit the email closing.
The most common way to start a formal email closing is with the word "Sincerely." It may be a common closing, but it's also a safe closing.
Here's an example of a formal email closing:
Sincerely,
Sincerely,Jordan Smith
Sincerely,Jordan SmithProfessor of Statistics, XYZ College
Sincerely,Jordan SmithProfessor of Statistics, XYZ College[Email address goes here]
Sincerely,Jordan SmithProfessor of Statistics, XYZ College[Email address goes here][Phone number goes here]
