Formal Email Writing

Formal Email Writing

If you're used to using email to catch up with friends, writing a formal e-mail might feel pretty foreign to you. It's not quite the same as writing a business letter, but it's definitely a huge step in that direction. Clarity, conciseness and being correct are the keys! To write a formal email, follow these guidelines.

Assumptions

Before we dive in, let’s lay out some assumptions:

·         The recipient (person you are emailing) potentially gets a lot of email

·         You need something from the recipient and plan on pitching it via email

·         You either do not know the recipient, or she is an acquaintance, or she is a close friend and you’re asking for an unusual request.

Our goal is to construct email that:

• Will actually be read
• Will actually be understood
• Will not annoy the receiver
• Does not take up too much time on the receiver’s end.

Email Psychology

Generally speaking, the sender and receiver see things from drastically different points of views. And from the perspective of a sender, we often do not spend time understanding who the receiver is and what their inbox might look like. Let’s have a quick glance at both sides:

Observing the Receiver

·         Gets a lot of email.

·         May receive compliments regularly, if they are a public figure.

·         Regularly gets asked a standard set of questions and favors.

·         Does not have a lot of free time.

·         Does not mind helping you, if it is fast.

Observing the Sender

·         Spends a long time crafting the ‘perfect’ (-ly long) email.

·         Believes that their request is original, unique, and special.

·         Believes that they are the first to ask for such favors.

·         Cannot imagine why anyone would turn them away.

·         Desires to tell the whole story, explained from every angle, so that the listener can understand their point of view.

With such divergent perspectives, it’s no wonder receivers receive the kinds of email that they do, and that senders are wondering why their emails isn’t effective or eagerly responded to.

Now, putting ourselves in the perspective of a receiver (and we’ve all been there). When we are faced with going through an inbox full of email – coming back from a vacation for example, we have some natural habits that are worth noting:

·         We tend to answer, or be drawn to email that are the fastest to answer or process. That means email that require very little work or thought.

·         When we open an email that’s very long, our gut reaction is to close the email, or come back to it later when we might have more time.

·         When we receive an email from someone wanting something from us, wanting us to buy something, or wanting our time, we instantly feel guarded and will automatically want to say no, even if the offer will benefit us in reality.

·         We go through email while asking “what’s the point?”

·         We go through email that is pitching something while asking “why should I care?”

IMPORTANT TIPS:

1. Determine Your Desired Outcome

Most people know roughly what they want, but do not take the time to clearly think it through. This is how we end up with ambiguous or rambling email. Without a clear understanding of our desired end results, our thoughts are disorganized and we can easily confuse the receiver.

There are 4 types of email:

1. Self Fulfilling Email – The email itself is the point. You want to tell the receiver something, either a compliment or information. No reply is necessary.
2. Inquiries - You need something from the receiver in the form of a reply. For example, advice, or questions answered. The reply is your desired outcome.
3. Open-Ended Dialog – to keep communication lines open, for the purpose of some future result or benefit.
4. Action Emails – The goal is not the reply, but some action on the part of the receiver. For example, a sales pitch, or asking for a website link exchange.

Which type of email are you sending? What is your desired outcome?

The clearer your intention, the more focused you will be, the better you can cater email for the intended result, the more likely you will get your desired outcome.

2. Quickly Answers, “What’s the Point?”

People want to know “what do you need from me?” Answer this question quickly. Skip long introductions, backgrounds, compliments and details. Jump to the point. State it clearly using minimal words.

If action is needed, make it clear what the desired action is from the recipient.

And if no action or reply is expected, say that! “No reply necessary.” It’ll be like music to their ears.

3. State Benefits Clearly

If a pitch is presented, make sure it includes many clearly stated, easily understood benefits for the receiver.

Too many pitchy emails focus solely on the sender and why the action will benefit the sender. If you don’t present incentives, or they are difficult to understand, the receiver will say no – resulting in a waste of time for both.

Also, make sure the incentives are realistic, the exchange is fair, and there truly are benefits to the receiver. Do your homework before contacting someone. Put yourself in their shoes, “Would you act on the offer?”

Example, emailing a high profile website like lifehacker for a link exchange is not a fair exchange. It’s called spam. If they don’t display links to other sites, likely they won’t display yours.

4. Remember to KISS

KISS = Keep it simple, stupid (I didn’t come up with this)

When we send out a long email asking for something from the receiver (time, favor, etc), we are essentially saying “I do not respect your time.” Show them you appreciate their time, by making email short, and simple to answer.

Using as few words as possible, introduce who you are, context if necessary, and why you are emailing.

Being brief doesn’t mean we have to be boring. We can be creative with our wording, add a dash of personality where you see fit, but still be brief.

5. Save the Whole Story – Stick to the Facts.

People tend to say too much in email. We feel compelled to describe all the details and disclose the whole of our existence so that the receiver can understand the whole picture. Truth is, unless you already know this person well, they really don’t care.

Unless asked, you don’t need to overly elaborate anything. Simply stick to the facts – it’ll help you keep your message short.

6. Pretend Face-to-face Intro

If you just met someone new at a party, would you open your mouth first and give them a rambling story about your life? Probably not. Typically, we close our mouth after a quick intro.

In email, stopping talking is equivalent to hitting the send button.

Treating email introductions as if you are meeting them in person is another trick to keeping messages short.

7. Text Message Trick

When we are on mobile devices like the blackberry or our cell phones, we lack the fluidity of the computer keyboard, and as such, we get to the point really fast.

Now, pretend you’re on a mobile device, what would your message be now?

8. Avoid Excessive Compliments

Some people have the idea that the more compliments they throw out, the more likely the receiver will comply with their offer/need/pitch.

There is a difference between being genuine and saying what’s on your heart, and going out of your way to compliment someone. We humans are exceptional at detecting unauthentic phrasings and remarks – even in email.

Compliment only if you really mean it. And remember to be brief if you need action from the receiver.

9. Be Personal and Personable

Personalize email with relevant remarks to the receiver, put in a quick comment about their site, product or work. Address the person by name, sign email with your own name, and a friendly comment like “Enjoy your weekend!”

10. Make it Easy to Be Found

In your signature, include appropriate URLs for your website, blog, portfolio or product. Make sure the links are functional so they can read more about you in one-click.

11. Use Simple English

When the writing is too formal or uses irrelevant technical lingo, it is difficult for laymen to understand. Plus, you come off sounding like a legal document or spammer. Neither is good.

Write like you talk, using conversational English. Be authentic and realistic.

Trying to sound professional will come off as if you are trying to sound professional. Use your real voice – it’s more endearing and approachable.

12. Font Matters

There is nothing worse than opening an email and become blinded by the brightness elicited by all the words displaying in bold. It makes me want to instantly close the email for the sake of protecting my eyes.

Alternatively, fonts that are too small, too large, or otherwise hard to read (ie. 8 point, times roman font, all bold.) makes us not want to read the email as well.

Beware of your fonts in your ‘presentation’. Do not bold the entire email, use easy to read fonts (ie. Arial), and use a standard size. Do not use extravagant colors since they don’t work well on all monitors and can be hard to read.

13. Formatting Matters

Make emails easy to read and quick to scan by using bullet points, numbered lists, and keeping paragraphs short. Highlight keywords (bold or italic) for emphasis, without overdoing it.

14. Minimize Questions

Ask questions that matter, and limit the number of questions and favors you ask in an email (one or two max). The more questions (especially open-ended ones) asked in one sitting, the less likely you are to get a response, and the less likely all your questions will be answered.

Also, ask specific questions instead of a general open-ended ones. Be reasonable and thoughtful when asking. Don’t expect the recipient to solve all our life problems. For example, “How can I get rich quick? How can I become successful?” are too broad. Break them down into specifics and ask the one question that really matters.

You can send additional questions in separate emails. Key is in keeping the line of communication open by not overwhelming the receiver.

15. Trimming of Words

Like grooming a garden, read through the finished email and trim out words, sentences, and paragraphs that do not contribute towards your desired result.

Check for potential ambiguities and unclear thinking. Can you rephrase sentences for clarity using fewer words? Check for excess commentary that doesn’t add to the email’s main point. Remove extra details disclosed, unnecessarily.

THE ACTUAL PROCESS:

1.    Use a neutral e-mail address. Your e-mail address should be a variation of your real name, not a username or nickname. Use periods, hyphens, or underscores to secure an e-mail address that's just your name, without extra numbers or letters, if you can.

Never use an unprofessional email address. No one will take you seriously if your reply-to is monsigneur.harry.manback@slip’nslides.net.

2.      Use a short and accurate subject header. Avoid saying too much in the subject header, but make sure it reflects the content of your email to a person unfamiliar with you. If possible, include a keyword that will make the email content easier to remember and/or search for in a crowded inbox. For example, “Meeting on March 12th” is specific enough that the email topic won’t be mistaken for anything else but not so specific as to be distracting (ex. “Schedule, Guest List, Lunch Requests, and Meeting Overview for March 12th").

3.    Use a proper salutation. Addressing the recipient by name is preferred. Use the person's title (Mr. Mrs. Ms. or Dr.) with their last name, followed by a comma or a colon. Optionally, you can precede the salutation with "Dear..." (but "Hello..." is acceptable as well). Using a last name is more formal and should be used unless you are on first-name terms with the recipient. If you don't know the name of the person you're writing to (but you really should try and find one) use "Dear Sir/Madam" or "Dear Sir or Madam" followed by a colon.

4.    Introduce yourself in the first paragraph (if necessary). Also include why you're writing, and how you found that person's e-mail address, or the opportunity you're writing about. Ex.

·         My name is Earl Rivers. I'm contacting you to apply for the administrative assistant position listed on CareerXYZ.com.

·         My name is Arlene Rivers. I am writing about the traffic citation I received on December 31, 2009. I obtained your e-mail address for the Westchester County Clerk website.

5.    Write the actual message. Be sure to get your point across without rambling; if it's fluffed up, the reader may glance over the important details. Try to break up the message into paragraphs by topic to make your message more logical and digestible.

-The email should be no more than 5 paragraphs long and each paragraph should be no more than 5 sentences long.

-Insert a line break between each paragraph; indenting isn't necessary and will likely be lost during the email transfer anyway.

-Be sure to avoid informal writing.

6.    Use the correct form of leave-taking. This will depend on your level of intimacy with the recipient. Examples include:

·         Yours sincerely,

·         Yours cordially,

·         Respectfully,

·         Best,

7.    Sign with your full name. If you have a job title, include that in the line after your name, and write the company name or website in the line after that. If you do not have a job title but you have your own blog or website related to the content of the e-mail, include a link to that below your name. If the e-mail is about a job, only include a career-related website or blog, not hobbies or interests.

8.    Proofread your message for content. Make sure you haven’t omitted any important details (or repeated yourself). Reading your email aloud or asking someone to proofread it is a great way to get a different perspective on what you’ve written.

9.    Proofread your message for spelling and grammar. If your email provider doesn’t already provide spelling and grammar options for you, copy and paste your email into a word processor, revise it if necessary, and copy and paste it back into your email.

SAMPLE:

Subject: Meeting About New Internet Service Provider 1/8/2013

Mr. Jones,

I have been researching our choices for internet providers over the past week, and I wanted to update you on my progress. We have two options: H.C. Cable and Toll South. Both offer business plans, and I will go over the pricing of each plan at the meeting on Tuesday. Both of the options I listed have comparable speed and data usage offerings as well. I called your personal provider, GoGo Satellite, but they did not have any business offerings. They primarily do residential internet service.

I will talk with Joe and Susan in IT about these options and get their suggestions. I will also send out meeting requests to everyone, including Mr. Morris in operations. If you have any questions prior to the meeting, please let me know.

Respectfully,

Name

Title/Position

Telephone, Address

                                                    

RESOURCES:

http://www.wikihow.com/Write-a-Formal-Email

http://thinksimplenow.com/productivity/15-tips-for-writing-effective-email/