How to Format an Email

How to Format an Email

How to Format an Email

Hello all,

For those of you who do not live in the United States, I have come to share a little insight with you.

School (k-12) basically only shows us how to pass a test. TEST SCORES are absolutely everything in this country, and although I do not think that a test score truly rates how smart you are, that is literally how you are assessed throughout those years in your life.

Now, I truly believe that schools should implement life skills into the curriculum, teach kids that college isn’t for everyone and that studying a trade is okay. 

Anyway, one of the ways that school has failed me, is by not teaching me how to write a proper email.

This is a necessary life skill that I did not learn until I was 20 and working my reception job, and by then it was super embarrassing. 

So in this post, we are going to go over the parts of an email and how you can write a proper email in your corporate job, business, etc. 

Recipient

This is very basic. This is the “To” in the email. So this is where you put who you are sending the email too.

Subject Line

The subject line is basically the “Title” if you will. This is a summarized snippet of what your email is going to be about.

When you are writing your subject, you will want to avoid using one-worded phrases like “logo” or “design template”.

For Example- Subject: Logo Re-design 

You know from the Subject of your email that this email is going to be the Re-design of your logo.

It’s short, sweet, and to the point. Not overly descriptive, but not vague either. You don’t want it to be just one word, but you wouldn’t want it to be a whole sentence either. 

Remember, the subject line highlights the key information or topic within the email. 

Greetings

This is the part of the email where you identify who the email is for. This could be a formal greeting or an informal greeting. 

For example, a formal greeting would be as followed.

  • Dear Professor X
  • Dear Mrs. Smith

An example of an informal greeting would be

  • Hello All (yep that’s mine)
  • Hey Class

There are even instances where you don’t know who you are writing too. 

  • Dear Human Resources Director
  • Dear Hiring Manager (if you’re sending out resumes) 

As you can see, formal and informal greetings are very different and they set the tone for the rest of the email.

Introduction

An introduction is used in a formal email. This is where you would introduce yourself and explain who you are depending on the context.

In the next two bullet points, I will show introductions for the same person in two different contexts

  • My name is Suzie May. I am currently studying Psychology at ABC college and I am doing a minor in children’s behavior. 
  • My name is Suzie May, I work as a daycare assistant in the Worchester area …. (and so it continues into the body paragraph) 

Body 

The body of a formal email typically elaborates on the subject of the email. Remember, this person may not know who you are or what you are talking about in the email so this is where you want to be clear and concise about the purpose of the email. 

Let’s build off of the last example.

I am writing to you today to express my concern over a particular product you are offering in your store.

I bought this particular item off the sale section in this store for the daycare center I currently work at. 

This particular product has small pieces but does not express on the package that it is a choking hazard.

I just wanted to make sure that you are aware that your stores have been selling this product without any warning to its customers.

I would appreciate an email back instructing me on how to return this product. 

…That was pretty long for an example, but this shows exactly why you are writing to this person, and what you want to get out of this particular interaction. 

Closing

This is a very important step in creating an email, especially a formal email because it could leave the recipient a lasting impression of you.

The safest closing and what I always recommend as a formal closing in an email would be “Sincerely.” 

During the closing, you would want to include your full name and contact information. If applicable, you could also include your job title and signature. 

If you have a signature template set up, this is where you would want to add that (if applicable) 

If you would like to learn more about how to create a signature as an entrepreneur Click here to get your free guide on how to create a signature on google.

Full Email Example

Dear Human Resources Director,

My name is Suzie May, I work as a daycare assistant in the Worchester area.

I am writing to you today to express my concern over a particular product you are offering in your store.

I bought this particular item off the sale section in this store for the daycare center I currently work at. 

This particular product has small pieces but does not express on the package that it is a choking hazard.

I just wanted to make sure that you are aware that your stores have been selling this product without any warning to its customers.

I would appreciate an email back instructing me on how to return this product.

Sincerely,

Suzie May 

S.May@youremail.com

444-555-5555

————————————————–

In conclusion. 

Writing a proper email shows professionalism, so learning to write one would be a beneficial skill for everyone to have.

Don’t be like me and learn when you are six months away from being 21.

I hope you all enjoyed this post, and let me know what you think in the comments below!

Written by

Leave a Reply

Your email address will not be published. Required fields are marked *

July 2020
M T W T F S S
 12345
6789101112
13141516171819
20212223242526
2728293031  

Hello All,

My name is Yaniris and I am the creator of this blog. I created this blog to help teach you the importance of marketing your business on social media and how to plan your life effectively!