By their nature, email is not as formal as a written letter. However, there are times when you need to use a more formal tone when writing emails. Consider who the recipient is, then choose the right greeting. After that, you can think of a greeting format and write an opening sentence.
Step
Part 1 of 3: Considering Recipients
Step 1. Decide how formal you need to be
Even if you write a “formal” email, the level of formality depends on the person receiving it. For example, the level of formality of an email to a lecturer is not the same as an email for a job application.
On the first contact, to be safe, use a more formal tone
Step 2. Find the recipient's name
Do some research to find recipients you don't know. Knowing the name will make the greeting more personal even if you use a formal technique.
Step 3. Follow the recipient example
If the recipient emails you first, you can copy the greeting he uses. For example, if he uses "Hi" and your first name, you can reply in the same style, using "Hi" and his first name.
Part 2 of 3: Choosing Greetings
Step 1. Use “Dear”
Greetings "Dear." (followed by the recipient's name) is very commonly used for some reason. This greeting is formal without being overbearing, and so familiar that it doesn't get much attention, and that's fine. You don't want a greeting that stands out because it's out of place.
Step 2. Try “Sincerely” if you don't know the recipient's name
This greeting is relatively formal used in business emails, especially if you don't know the recipient's name. However, it's a good idea to look up the name first if possible.
You can also use “To Whom It May Concern” if the email is very formal and you don't know the name of the recipient. However, this greeting sometimes makes people offended because it is not personal
Step 3. Consider “Hi” or “Hello” in a less formal email
Emails tend to seem less formal than general letters. So, you can use a greeting like "Hi" in a rather formal email. For example, if you're writing an email to a lecturer, especially one you're familiar with, it's still appropriate to say hello.
Step 4. Don't use “Hey”
While "Hi" is acceptable in semi-formal emails, "Hey" is a different story. This greeting is very casual, even in direct speech. So you should avoid it. Even if you know your boss well, avoid using "Hey" in emails addressed to him or her.
Step 5. Use title instead of name if necessary
Sometimes, when you write an email to someone, you only know their position in the company or organization. In this case, just use the title instead of the name, such as “Dear. HR Manager, “Dear. Recruitment Committee”, or “Dear. Professor.
Step 6. Add a salutation to make the email more formal
If possible, add “Sir”, “Father”, “Mother”, “Dr.” or “Professor” before the recipient's name for a more formal impression. Also, use your last name or full name, not just your first name.
Part 3 of 3: Compose and Start an Email
Step 1. Place the greeting in the first line
The top row is occupied by the greeting you selected, followed by the recipient's name. Use a title or title if possible, such as “Mr”, “Mother”, or “Dr.”, followed by your first and last name.
Step 2. Use commas
Generally, you should use a comma after the greeting. In a formal letter, you can use a colon, but this is usually too formal for an email. A comma will suffice, but you can use a colon if you're writing an opening letter in an email.
Step 3. Continue to the next line
Hail has its own place at the top. After that, press the Enter key to continue to the next line. If you are using spaces for new paragraphs instead of indenting sentences, place a blank line between the greeting and the first paragraph.
Step 4. Introduce yourself in the opening sentence, if necessary
For your first email, introduce yourself even if you know the recipient in real life. By providing personal information, recipients will be encouraged to read your email.
- For example, “My name is Jessica Hartono, and I am the director of marketing at ABC Company.” You can also introduce yourself to the recipient, such as “My name is Rama Susanto and I take your marketing class (Marketing 101 every Tuesday and Thursday afternoon).”
- If you already know the recipient and have emailed him or her, feel free to use the first sentence as a greeting. For example, “Thank you for such a quick reply” or “I wish you good health”.
Step 5. Write the body of the email
Most formal emails get straight to the heart of the matter. This means that the first and second sentences should address why you are writing to the recipient. Remember, be as brief as possible about your goal.
