Writing a Formal Email
Everyone needs to write a formal email at some point, whether its to a professor or a boss. Trying to figure out the politest yet most straightforward way to write to someone is nerve-wracking. You keep wondering “is this rude?” or “does this make any sense?” and it creates a loop of rewriting that stops you from actually communicating. Writing formal emails don’t have to leave a sour taste; emailing your professor can be as sweet as honey. Here’s some advice to make writing emails easier.
Find Your Main Point
Always make sure you’re getting to the point. Figure out your main point or question and shorten it to a few words. This will be your subject line, which will let your recipient know what this email is about. It’s the first thing they’ll see, so it gives them an idea of what you’re saying and how important it is. Within the email itself, just be clear and concise. If you have a question, just ask. If you’re giving information, just say what you need to. You don’t have to include more information unless they ask you, and it’s best to keep the message simple.
For example, if you need to ask your professor for an extension, you can say:
“Hello Professor, I was wondering if I could receive an extension for Monday’s assignment”.
If you need to tell your boss that you’re running late, you could say:
“Hello, I wanted to let you know that I’m running late today, I’ll be there as soon as possible.”
Be Professional
A lot of professors and workplaces require a level of professionalism, including using professional language. This language tries to be in the sweet spot between politeness and conciseness. Being too concise can come off as abrupt and rude; being too polite feels ingenuine or awkward. An email can’t be a Shakespeare sonnet, but it also can’t be a text to a friend. The best advice is to just sound like yourself while keeping your audience in mind. You don’t need to sound like a totally different person, you just need to show respect. How ever you speak to your professor or boss in real life is how you can write to them. Sounding calm and respectful will make getting your message across easier for you and your recipient.
Use Salutations & Greetings
Two important parts of keeping an email professional are greetings and signatures. Any formal email should begin by greeting your recipient.
The most common greetings include:
“Dear Dr. X” or “Hello Professor Y”
You can also begin the email with a polite statement like:
“I hope this email finds you well” or “I hope your semester is going well”
Close an email with statements like:
“Thank you!” or “Thank you for your time”
The email finishes with a signature, which includes a sign-off such as “Best Regards”, “Sincerely”, or “Warmly” and then your name. These opening and closings serve to maintain politeness and respect without being too informal.
Keep in Mind
Sending formal emails should be smooth and sweet. Keep the message clear, write respectfully, and use greetings, signatures, and subject lines. These tips for how to send simple, efficient formal emails cover the bases of what an email should include and what kind of tone is expected. If you have further questions or concerns about writing an email, you can also look at emails your professors send and see what they do. You can also feel free to come to the University Writing Center, where a consultant can help you draft an email.