How to write official email and letter

Writing a formal letter or email sometimes seems difficult for those who are used to write letters and emails to their friends and family members. But don’t worry, this article is going to help you. In this article, you will learn about, how to start the letter or email in a formal way, how to add the body paragraphs, and how to end the letter.

 

What are formal letters or emails?

When you are writing a letter or email to someone you don’t know well, for example, your professor, your boss, or someone in authority. And in the case when you don’t know whether to send a formal or informal letter it’s better to send formal letters or emails. Formal emails are a good choice in business. In this article, you will learn how to write formal letters and emails.

 

You will learn different elements or section of a formal letter or email

 

1.  Contact information:

Position to write contact information varies in email and letter if you are sending an email the contact information will be at the end while sending a letter the contact information should be at the top of the page.

 

Your contact information includes these things in a formal letter or email.

 

●     Name: write your full name

●     Address: write down your address where you currently live.

●     Location: this part includes your zip code, city, and state.

●     Phone number: mention the number where you easily can reach.

 

2.  Salutation:

 

Formally starting your email or letter include “Dear, sir, Madam, Mr, Mrs, Dr”. Greeting with hi or someone’s name is informal but in some cases, someone can use names instead of dear, sir, madam, when the other person has encouraged you to call them by their names.

 

3.  Body of letter or Email:

This part will include several paragraphs. The first paragraph should be the intro of yourself if the person won’t know you otherwise explain the reason for which you are writing the letter or email. The second paragraph or other paragraphs contain the complete subject of the letter or email for which you are writing. In the last paragraph include your call to action, keep this in your mind writing and letter or email you have to be clear so the reader can understand what you want to say and can help you easily.

 

4.  The formal way of Closing the letter or email:

Formal letters and emails are closed by the term “Sincerely, Best regards, you’re faithful, followed by a comma. After these terms, your signature will take place if you are sending the typed message and if you are sending an email simply write your name.

 

5.  Polish your letter or proofread your email:

Once you have completed your letter or email just look it again and proofread it. Check out the spelling, grammar, the format of the letter or email. The letter and email must have to look good, that’s why add space into paragraphs. Focus on the font using a readable and professional font. And the important point is to be clear with your words, it’s important to make the reader understand your letter and email.