write to email formal letter
Answers
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Salutation:
The salutation of a formal email is similar to the salutation of a letter. When writing to
someone you do not know by name, you put “To Whom it May Concern.” When applying for a
job, you would address the person by, “Dear Hiring Manager.” If you do know the recipient’s
name, you put “Dear Mr./Ms. Smith.” For a formal salutation, you should not use the recipient’s
first name or the informal greetings “Hello” or “Hey.”
Body Paragraphs:
It is important to remember that an email needs to be concise. The first sentence, known
as the opening sentence, can be a greeting if the situation allows it.
• I hope all is well with you.
• Thank you for your prompt response.
However, for most formal emails it is best to get straight to the point. Depending on the subject,
you should have a maximum of four paragraphs and each paragraph should contain a single
point. It is also important to provide questions in order to prompt a response. At the end of your
last paragraph you should provide a “thank you” or “call to action” depending on the subject of
your email.
• Thank you for your assistance with…
• Thank you for your time and I look forward to hearing back from you.
• Please feel free to call or email me if you have any questions.
• I would appreciate it if this could be taken care of promptly.
Closing:
Like the salutation, the closing of a formal email can be the same as the closing to a letter.
However, unlike the salutation, there are more options for a closing .
Thank you
• Best regards
• Sincerely
Yours
The closing is then followed by your full name. It is also beneficial to add your job position (if
applicable) and phone number under your name in the 4th paragraph.
Example:
Sincerely,
Julia Smith
Student Body President
Menlo College
(555) 555-5555
Tips:
• Do NOT use contractions.
o For example: don’t, haven’t, I’m, isn’t.
• Do NOT write in all capital letters.
• Use formal vocabulary and sentence structure. Do NOT use slang.