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How to write a formal email and keep it professional looking

Email writing is one of the most popular forms of communication today.

Technological advancement has driven the use of this type of communication in business environments. This means employees are now obligated to know how to write various official letters to their boss, co-workers or clients.

Writing a formal letter poses a number of obstacles for any individual to apply to someone related to the business.

In this article, you will find key tips on how to write effective formal email while still remaining professional.

Tip # 1: Always use an email signature

Many people ignore the use of email signatures in their emails. This way, they prevent the recipient from learning more information about them.

However, it has been proven that using email signatures is important because they enhance your image and the image of the whole business. Alternatively, if you want to create one, you can use it email signature generator.

Screenshot of the NewOldStamp email generator
Image source: https://newoldstamp.com/

However, you must also make sure that you choose the right email signature type for you and your business. To do so, you can look at all of these Email signature example and find the one that’s right for you.

Tip # 2: Stick to the professional voice

Tones are important in email. Usually, we tend to write our emails in a hurry, although such an email approach might get you in trouble.

Because the email we write cannot convey our body language and prevent us from effectively expressing our emotions, it is extremely important to ensure that it includes all the features for Let your recipient learn your thoughts and feelings. Therefore, using an appropriate tone of voice can help your message be both clear and relevant.

Tip # 3: Avoid jokes

Obviously, humor is essential even in the workplace. But it’s extremely important to make sure that your humor is consistent in certain situations and with the people you communicate with.

In order not to sound irrelevant, it’s better to identify your recipient, for example, whether it’s a boss or a colleague, a woman or a man, etc.

However, you must also consider that the reader may not like your humor, so it’s better to avoid using it in formal letters. Instead, you can focus on being polite and friendly with the recipient.

This way, your letter will be 100% effective and relevant.

Tip # 4: Be helpful and tolerant

Usefulness and tolerance are key characteristics of a formal email. Formal emails are often written to inform someone about something or provide / request a solution to a certain problem. Obviously the letter must have respect for the person you are writing to.

You can start with a friendly “Hello” and end with a professional email signature to make your readers feel that you are ready to support them. Or you really expected their help while sounding friendly and polite.

Tip # 5: Check grammar and pictures

Even if you’ve followed all of the tips mentioned above, that doesn’t mean your letter will sound exactly as you expected. The reason is that you may have made some mistakes while writing.

To make the formal letter sound correct and clear, you have to make sure it doesn’t have any grammatical or lexical errors. You can use different apps that will help you get rid of your mistakes in minutes.

Grammar checker screen shot
Image source: https://medium.com/@malikjozane/this-grammar-check-tool-fix-your-grammatical-mistakes-for-free-54d0e10bb38a

Furthermore, make sure that the image you choose for your email is appropriate. This is also important because not doing so could make your email look irrelevant.

Tip # 6: Share files over storage

Without a doubt, the file download will take extra time. Also, the need to download the file may discourage readers from opening your email.

To encourage recipients to read your email and open the file you attached in the email, make sure you share your file over the hosting service.

This method allows the recipient to have access to the data without downloading it to their local computer.

Tip # 7: Use a business email address

When you write a formal email, make sure you use a business email address instead of a personal one.

A business email address drives trust between the business and its customers. If a customer finds that they receive a message from an unknown user, they may not respond to the email at all.

In addition, using work email helps you store all your important emails together so you are less likely to lose a file or an important email.

Tip # 8: Check your subject line

Most people don’t pay attention to subject lines in their emails. However, doing so will improve the effectiveness of the entire email a few times.

Such a mail approach will help you get the recipient’s attention. In addition, it allows you and the recipient to find a number of emails faster.

Tip # 9: Avoid emojis

Using emojis is one of the most popular ways to help readers learn your feelings and emotions. However, symbolic expressions of emotions are not acceptable in official emails.

Image source: https://medium.com/@heytory/emojis-the-complete-history-6dc81a330144

Emojis can break down barriers in formal communication, which is clearly not appropriate in this type of letter. In other words, the use of emojis makes the reader think that you want to take the conversation down to a personal level.


Email represents you as an individual and as such, it is important to pay attention to the information you include in your email so as not to compromise the quality of communication with your recipients.

Follow these tips on how to write formal emails and keep a professional tone in them:

  • Use an email signature to promote your image and your business’s image;

  • Use professional tone to convey your feelings to the receiver;

  • Try not to use humor in your emails;

  • Always remember to be respectful and polite to the reader;

  • Make sure your letter is free of any errors;

  • Share files across the host to increase the chance recipients will have access to all of the data in your email;

  • Use a business email address

  • Don’t forget to point out the subject line in your email;

  • Always avoid emojis in formal emails.



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