In any sort of professional communication, professional email between colleagues, businesses, or partners is common, and they usually follow a common formal email writing format. Whereas   Informal email writing is something you might write to a friend, family member, or even a colleague.

When you’re emailing a friend, you don’t have to worry about getting your words or meaning incorrect, and you don’t have to worry about ruining your reputation or losing a great business chance. However, there are many risks and a lot that may go incredibly wrong when drafting a business email. As a result, the focus of our post will be on professional email writing and how to do it correctly every time.

Emailing is all about context, so think about your relationship with the recipient before you start writing. Is it your boss, a coworker, or a potential partner? This will assist you in determining the proper level of formality for your email. If in doubt, stick to the more formal version.

We’ll go over everything that goes into an email structure and different email formats and brief email templates that you may use in various contexts. Keep reading to learn how to compose the ideal email.

• The email’s language and tone should depend on the receiver. When sending an email to your employer, you must use a business tone, yet when writing to a close friend or family member, you can use a more informal tone. Your tone reflects who you are and how the recipient will receive the message.
• Whether you’re writing an email to your boss, a colleague, or a close friend, make sure you don’t use colloquial language and that the message is grammatically correct and free of spelling mistakes.
• You should know the difference between BCC (Blind Carbon Copy) and CC (Carbon Copy). Remember that if you BCC somebody, they will not see the other recipients’ email addresses; however, if you use CC, everyone will see their email addresses.
• Sending an email without a subject is not recommended. Your email’s subject line should be no longer than 60 characters. It should be concise and accurate.
• When writing the email’s body, remember to use the 7cs of communication: clear, concise, concrete, correct, cohesive, comprehensive, and courteous. Sparingly uses initialisms, colloquialisms, and slang like “TYSM” or “gr8”.
• Remember to sign off at the end of the email properly. In informal business emails, phrases like “Yours sincerely” and “Thank you” are frequently used. If it’s a professional email, include your name, phone number, job title, and firm name.
• Proofread your email before sending it to confirm that all the information is correct and that there are no spelling or grammatical problems.

Thank You Email | format of email writing

When someone helps you, does a favour for you, or provides you with an opportunity, it is customary to express gratitude. Please look at the email sample below, which shows a candidate thanking their interviewer.

Email: neha.ah@xyz.com

Thank you very much!

Greetings, Neha!

I’m writing to thank you for taking the time to interview me for the Team Leader position. The discussion we had regarding female executives in the IT industry was both motivating and eye-opening.

With my qualifications, skill sets, and almost seven years of experience in the sector, I believe I would be an excellent addition to the development team, and I eagerly await your response.

Please feel free to reach me on my mobile phone if you need anything.

 

Thanks & Regards,
Yours sincerely,
Shivam Ahuja
Mob: 878455681

 

Email Writing format | Resignation

You can look at the resignation email sample below if you are planning to leave your job for whatever reason

To: mohit.gh@xyz.com
Cc: Akshay.man@xyz.com

 

Subject: Jordan Hnialum’s Resignation

Dear Sir,

I am writing to inform you that I will be resigning my position as a Store Manager at Company XYZ in three weeks. My last day of work will be June 3, 2022.

I am extremely grateful for the opportunity to work for such an incredible team and company where I was able to learn and grow professionally.

While I am on my notice period, I would be happy to assist and train the person who will be taking over to make their transition easier.

Please do not hesitate to contact me on my cell phone if you have any questions or concerns.

Thank you and best wishes,

Respectfully,

Jordan Rawls
Front Desk Executive
Company XYZ
Mob: 878456234

Thank You Email | Email Writing Formats

It is customary to express gratitude when someone assists you, does you a favour, or gives you a chance. Examine the email sample below of a candidate thanking their interviewer.

To: kanchan.ah@xyz.com

Subject: Thank You!

Dear Kanchan,

I’m writing to thank you for taking the time to interview me for the position of Team Leader. The discussion about women leaders in the IT sector was inspiring and eye-opening.

With my qualifications, skill sets, and nearly seven years in the industry, I believe I would be an excellent addition to the development team, and I hope to hear from you soon.

Please feel free to reach me on my mobile phone if you need anything.

Thanks & Regards,
Yours sincerely,
Nikhil Yadav
Mob: 878456234

Apology Letter For Boss | Email Template

In the workplace, you should always be able to accept responsibility for your actions and wrongdoings; going to apologize to your superior is a good start to begin. For your convenience, here is a sample apology email.

To: monit.gh@xyz.com
Cc: vinod.man@xyz.com

Subject: Apologies for sending the wrong files to the client.

Respected Sir,

Please accept my sincere apologies for sending the MRF file to our client Mr John LbT, intended for the marketing team. I understand how this massive error has caused enormous problems for both the company and the client.

There are no excuses for my error, and I accept full responsibility. As soon as the error was pointed out, I sent the correct files to the appropriate people. I’ve also scheduled a video meeting with Mr John Lbt to apologise and reassure him that such an oversight will not happen again.

Please forgive me, and  I promise to be more focused and careful.

Please let me know if there are any additional corrective actions you would like me to take.

 

Yours sincerely, 

Jordan Rawls
Front Desk Executive
Company XYZ
Mob: 878456234

Conclusion: When writing a formal email writing format, be it a professional, ensure that you follow the email etiquette and the 7Cs of communication (clear, concise, concrete, correct, coherent, complete and courteous) for your message to be delivered effectively.

Let’s go over the fundamentals of formal email writing. To make your message clear and compelling, consider the context and your relationship with the recipient, use a formal email format, and respect the reader’s time.

It’s time to put what you’ve learned about formal email writing into practice. Try our if you want to make emailing more pleasant. It grants you email superpowers such as snooze, follow-up reminders, and email scheduling, allowing you to save time and focus on more critical tasks.

There are numerous reasons to send an email. we hope the above tips and email examples help you write a compelling and understandable email. Using our tips and examples, you’ll be able to compose better emails that get you the results you want.

We’ll leave you with our very best wishes to you