1- Write a clear subject line
First, place the most important words at the beginning:
• Request for more information
• Action needed: contract attached below
• Strategy meeting this Tuesday?
• Invitation to apply: Outreach Intern
• Event Coordinator Job Application
• Met at Networking Event: Resume Attached
2 - Start your formal email with a greeting
The greeting is the first line in the actual text of the email. If you can, make sure it’s always addressed to an actual person.
• Hello Ms. or Mr [Name], (informal)
• Hi [Name], (informal)
• Dear [Name]
• Greetings, (you don't have a name)
• Hello there, (you don't have a name)
• Dear [Company Name] Team, (you don't have a name)
3 - Write an opening line
The opening line sets the tone of the email, it's probably one of the hardest things to write in an email.
• I hope things in [...] are going well.
• I hope you have been enjoying the warm weather ...
• I hope you had a smooth trip back from ...
• I hope you’re surviving tax season !
• How are you ?
4 - Write the body of the formal email
• I’m reaching out because…
• As you may know, we are currently looking for ...
• Let me know what you think about my ideas/suggestions.
• Let me know when you would be available to meet next week.
• Please review the following attachments before our next meeting.
• Feel free to reach out if you have any questions.
• Let me know if you need any clarification.
• Don’t hesitate to let me know if you need more time.
5 - How to end a formal email in English
• Warm regards,
• Thank you
• Kind regards,