How to Write a Formal Email That Benefits Your Business

Email Use Statistics

  • There are 5.5 billion email accounts worldwide.
  • There are 3.9 billion email users.
  • Over 306.4 billion emails are sent and received on a daily basis.
  • The average person sends and receives 71 emails per day as regular business communication.
  • 54 percent of B2B emails contain marketing messages.
  • 99 percent of users check their emails daily, and 66 percent of them make purchases through email.
  • The average click-through rate of B2B marketing emails is 4 percent.
  • The list goes on, but you get the idea!

How a Formal Email Address Would Benefit Your Business

  • Customers and clients will perceive your business as a serious company.
  • Customers are more likely to remember your email and brand when you use a professional email address.
  • The only business you’re promoting is yours.

How to Create a Formal Email Address

  • Google G Suite
  • Microsoft Outlook
  • iCloud
  • Yahoo Mail
  • AOL Mail
  • Zoho Mail
  • GMX Mail
  • Yandex Mail
  • Mail.com
  • Lycos Mail

How to Write a Formal Email: Elements and Advice on Composing Formal Emails

What Is the Difference between Formal and Casual?

Sender

  • JohnJonson@example.com
  • John.Jonson@example.com
  • John_Jonson@example.com

Structure and tone

  • Times New Roman
  • Arial
  • Calibri
  • Verdana
  • Georgia
  • Helvetica

What Are the Elements of a Formal Email?

  • Subject line — the first thing the reader sees in their inbox.
  • Greeting — a salutation personalized to your reader.
  • Intro — telling the purpose of the email.
  • Body — the email text.
  • Closing — a “best wishes” type phrase and your signature.

Subject line

  • Buy now
  • Buy direct
  • Click here
  • Offer expires
  • New customers only
  • Special offer
  • Exclusive deal
  • Apply now
  • Once in a lifetime
  • Urgent
  • Please read
  • Don’t delete
  • etc.

Greeting

Intro

Body

Closing

How to Sign Off an Email

  • Aids communication
  • Helps establish your brand identity
  • Creates a long-lasting impression
  • Your job title or position
  • Affiliate organization
  • Contact information (phone number, website, office address, social media links)
  • Your photo or company logo
  • Call to action or social proof
  • Keep it simple and concise
  • Use one or two brand colors to draw attention
  • Separate different elements with white space and dividers
  • Include awards or certification badges
  • Design for mobile (text size, spaced-out icons)

Before You Send: 5 Tips to Improve Formal Email Writing

Be reserved about what you write

Always introduce yourself when you are talking to strangers

Be timely

Refrain from sending one-liners

Don’t use text speak, emoticons, jargon, or slang

Raise Brand Awareness with Your Formal Email ID

Wrap Up

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