What is an Official email?

An official email is a type of formal email that you send to a individual  (or a team) that needed a response. Like all formal emails, emails must be professional and organized correctly, with the formal structure, subject line, greeting, and signature.

Example for an Official email

  • leave request
  • resignation letter
  • Invitation mail
  • thanking mail
  • Job Application email

Difference between official (formal) and unofficial (informal) emails

Official email or Formal email

Email writing will be an mail written to companies, government departments, colleagues, clients and representatives of other businesses or any other officers including School authorities. There are particular rules for unofficial email writing. they are also called formal emails.Examples for official emails are shown above.

Unofficial email or Informal email

An email is written to any relatives, family or friends. There are no particular steps for email writing. A person can use any language of his or her choice to send an emails. they are also called informal emails.

Steps to follow to send a email

  • create an Professional email address
  • write your subject

Subject must be simple and states the topic of your subject.

  • Open the text of your email body with a official greetings.

Hello, Dear, Respect

  • If you have not already communicated with the recipient, introduce yourself in your first sentence.
  • Your next paragraph is about your purpose to fulfill while writing this email.Use simple and less words.
  • Close with appreciation

you can use official closings such as: Regards, Sincerely, With respect, yours faithfully

 

Before Sending an email read it twice wether there is any mistake.

Example of an email

Subject:

Salutation,

Body of the email

closing

Email Signature

official email
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official email login official email address official email greetings write a formal email to write a formal Whether you’re an up-and-coming young professional or a seasoned manager, email writing is a vital aspect of business communication. And thanks to what’s often seen as the mysteries of English grammar and the subtleties of the written word, it can be a daily struggle. That’s especially true if you have to motivate busy people to respond or address a potentially touchy subject. To write a great email, you need to know two things: common mistakes to avoid, and next-level strategies to get ahead. But first things first—you have to know what a great email looks like if you’re going to write one. Anatomy of a good email Every email you write has the same basic structure: Subject line, greeting, email body, and closing. But as with every written form of professional communication, there’s a right way to do it and standards that should be followed. Here’s how to write a proper email: 1 Subject line The subject line could be the most important part of the email, though it’s often overlooked in favor of the email body. But if you’re cold-emailing someone, or just establishing a professional relationship, your subject line can entice people to open the message as well as set expectations about what’s enclosed. On the other hand, a poorly crafted or generic subject line (like “Hi” or “You don’t wAnt to miss thos”) can deter the reader and result in your email landing in the spam folder. “Spend double the amount of time crafting the right subject line as you do on the [body] because if they don’t open the email, it doesn’t matter,” says Cole Schafer, founder and copy chief of Honey Copy. 2 Openers In most email writing situations, you’ll want to include a quick greeting to acknowledge the reader before diving into your main message or request. The exception: When you’re on an email chain with close colleagues, it often becomes more natural to drop the opener (as well as the closing). Though it may initially feel like a faux pas, it signals a better professional rapport. 3 Body The body of an email is the meat of your message, and it must have a clear and specific purpose, such as getting feedback on a presentation or arranging a meeting with a new client. It should also be concise. That way, people will be more inclined to read it, rather than skimming it and risking missing critical information. If you can, boil it down to a few choice sentences. And for emails that require more length and detail, keep it as focused as you can. “Nobody wants to receive a novel. You want to keep it between three, four, or five lines of text,” says Schafer. 4 Closings Just as you want to start things off on the right foot with your greeting, you also want to part well. That means writing a friendly sign-off. And there are plenty of options to choose from. For example, here are 12 common, and professional, closings that our users chose on a given day: thanks best regards sincerely take care thanks so much cheers all the best best wishes respectfully talk soon sincerely yours You’ll want to choose a closing that feels genuine to your personality and tailor it to the relationship to ensure an appropriate level of professionalism. On the other hand, common closings like “love,” “sent from iphone,” or “thx,” may be best left unused in professional emails. formal emails in english official premium email writing a formal email formal should an email email template formal formal email how formal email how email formal learn how

Common email writing mistakes (and what to do instead) Just as every email is an opportunity for professional growth, there’s also the potential to fall into common email writing bad habits. Here are eight mistakes to avoid: 1 Omitting necessary Oxford commas The Oxford comma can be somewhat polarizing when thinking about how to write a proper email, depending on which style guide is utilized for professional communications in your industry —it’s usually either shunned or hailed as a tool for clarification. Either way, a lot of people have strong opinions about it. But leaving them out can lead to confusion, depending on the sentence. What to do instead: While the Oxford comma may not be suitable in certain contexts, it’s usually a good idea to use them in emails. That’s because it can help you save time and avoid miscommunication, confusion, and even legal trouble. 2 our users know that when it comes to hedging, it’s better to omit it than leave it in, especially in emails. And if you’re worried about coming off as impolite, don’t be: Contrary to popular belief, hedging language makes you sound less confident, which can ultimately undermine your writing. What to do instead: State your idea or opinion, then explain the “why” behind your reasoning. That way, you’ll be better understood and your brilliance can shine through. Extremely long and/or unclear copy Would you read an email that was 1,000 words long? Probably not—most people skim emails that are on the long side. And if you add hard-to-follow sentences or mixed messages, to your draft, you’re even less likely to get a satisfactory response. (Or any response.) “I get a ton of [emails] that are just these huge blocks of text. And I understand why they do that—so you have enough detail. But it’s really hard to read and I’m not going to read the whole thing,” says Kat Boogaard, a Wisconsin-based freelance writer. What to do instead: Keep it concise and focus on the matter at hand. Then end with a call to action, a requested response date, and make it clear that you’re open to questions and follow-ups (if that’s the case). 4 Being too casual (or formal) Depending on your circumstances, wavering too much to the casual or formal side of writing can be a misstep. Being overly casual is often seen as a rookie mistake, but stiff, formal language can also be detrimental to your message. What to do instead: In striking the perfect balance between formal and casual, the key is thinking about the relationship between yourself and the recipient and take social cues as your communication progresses. “You kind of want to see what someone else is doing and participate, play along, sort of acknowledge the way communication develops and the way expectations in a relationship develop,” says Dan Post Senning, an etiquette expert at the Emily Post Institute. Cliches Not all email cliches are cardinal sins. Certain aspects of your emails are bound to be a little formulaic. After all, most emails have the same basic structure, and there are phrases that you may use to ensure clarity or cover your bases. But if you’re going to repeat phrases, make sure they have a clear purpose. As Kiera Wright-Ruiz, a social media manager at Google’s Local Guides puts it, “Even though I always repeat, ‘please let me know if you have any questions,’ I actually do want to know if they have questions.” However, most of the time, you’ll want to edit out cliches whenever possible since they can make people tune out. Here are the top seven to avoid: Please find attached Thank you in advance I look forward to hearing from you Per our conversation I hope you are doing well To whom it may concern Sorry for the late reply Method: We searched for terms used by our users based on our most popular blog articles. What to do instead: Try reading the draft for cliches, tone, and voice to more effectively communicate your message while keeping the reader engaged. Ask yourself: If your boss (or mom) read this email, would you be happy with it? If the answer is yes, then you’re on the right track. 6 Repetition People often repeat words within the same paragraph, twice in two sentences, or just too close together to go unnoticed. While it’s not the worst offense, it’s another thing that can make a reader tune out. Here are the most commonly repeated words to avoid: only account like always issue information item also find just take message website send order still even date request cost report What to do instead: Try reading your draft out loud, using the text-to-speech function on your phone, or running it by a colleague before sending it off. we can also help you catch these repeated or overused words. 7 Robotic language Email may be a descendant of snail mail, but that doesn’t mean your messages should sound like an old-timey version of yourself. In fact, emails should sound like the person who is writing it. So using phrases that sound like something out of a Victorian novel isn’t the best move if you want to connect with the reader. “Let’s face it: Nobody wants to read a college textbook. You want to read a blog or an article or a real conversation. They’re a person, they’re not a robot. So use language that sounds like something you would say if you’re just sitting in a coffee shop,” says copy chief Schafer. What to do instead: You can get a more natural effect by pretending you’re writing to a friend or having a conversation with a friendly acquaintance. For example, you probably wouldn’t say something like, “Greetings” and “I hope the weather is fair where you are” if you were meeting someone for coffee. You’d say something like, “Hi” and “Thanks again for your time.” 8 Overuse of exclamation points! Enthusiasm is great. But in certain contexts, the overuse of exclamation points can do more harm than good. This is especially true if you’re forging a new relationship or contacting someone outside of your company. You are, after all, a representative of your work when you use a company email address. But people love exclamation points, and they’re still something that many people rely on to convey a positive tone. For example, here are the most common sentences and words people use with exclamation points in emails: Thanks! Thank you! Have a great weekend! Good day! Hello! Greetings! Hi! Good morning! Have a great day! What to do instead: After you’ve written your draft, do a quick search for exclamation points and use your judgment to determine which (if any) to keep based on your relationship with the recipient. As a general rule, try to keep it to one or two per email with colleagues.

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