Email Structure & Formatting: Definitive Guide 2021

Writing an email on Mac, email structure and format tipsIn the last 2 decades, the business world has experienced tremendous business communication changes thanks to internet technology, and slowly business offices are going paperless.

For instance, business emails have replaced communication via postal services.

Nobody needs postal service when you can have your message delivered in real-time to any corner of the globe.

All professional communication like job applications, loan application, product promotion and B2B communication are mainly done via email.

Short email outreach statistics:

Therefore, it is crucial that your sent email standouts and understanding the basic structure of a business emails is at the core of making that first impression.

Even though there is no one universally accepted business email format/template, there is one standard and profound template for the business environment.

In this article, we will help you build a professional email using the commonly used professional email format and still stand out.

Remember, the idea is to get the reader to open your email. Let’s do it!

Email Structure Elements

Subject Line

It is the first thing that appears on your reader’s screen once they open the email inbox. It is the first chance for you to make that first impression and capture the reader’s attention.

In essence, the subject line should at all times communicate the motif of the email. The wording of the subject line is key. Do not try to trick your reader into opening your email. It imperative that you are point blank with your message. This way, he/she can make a professional decision to open immediately or skim through it later. Also, avoid using spam trigger lines to prevent your email from landing in the spam box.

For example, if you are applying for a job, the email subject should be something like;

“Application for Customer Representative Position – Jane Doe” and not “Job Application.”

Tip: The subject line should not be too short or too long. It should be around 3 to 8 words.

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Salutation/ Greetings

It is essential that you include quick greetings to your email to recognize the reader before diving into your main reason for your email. Greetings have a personal touch and are a way to get your reader to read through your email.

Typically, most business templates recommend that you use “Dear Sir/Madam” as the salutation. However, we suggest you move a notch higher; try finding the person’s name at the receiving end of your email. For example, if it is a hiring manager, the LinkedIn platform could be the best grounds to start your search.

If you find the name, you can write “Dear (name of the recipient).” Equally, if the email is casual and somewhat official (to fellow work colleagues), you can start off with “Good morning (name of the recipient).”

Tip: Remember to punctuate your salutation. The formal email format requires that you use a colon. Please do not use a comma; it reserved for informal emails.

CHecking email inbox on phone near laptop

Message/Body

After writing your salutation, skip one line and start writing the body.

Then in a few sentences, introduce yourself to the reader. It will give him/her an idea of who sent the email. Make sure the inductor is short and captures something relevant.

In the second paragraph, state and briefly explain the purpose of the email. You must be straightforward and precise to the point. Do not give long explanations; otherwise, the reader may get “lost” in your email. Use the simplest language possible.

In the last paragraph, thank the reader for his/her consideration. Remember, the entire email should as short as possible. The particular email should only capture one purpose. If it is a job application, let it be a job application. Do not add any other purpose.

Tip: It is highly recommended that you skip a line after every paragraph. Avoid indentations text format. It is unreliable. Also, reread your body to correct and grammatical error and typos.

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Closing

Unlike informal emails, the formal email format requires that you close your email with a traditional complimentary remark. Here are some remark ideas you should consider.

  • Sincerely,
  • Sincerely yours,
  • Kind regards,
  • Truly yours,
  • Respectfully yours,
  • With gratitude,

If the email is less formal, you can conclude with a simple sentence that implies closure. For example, “Please call me if you have any queries.”

Tip: Remember to skip a line before writing your closure remark.

Signature

It is impossible to write a signature on your email. In that case, you should consider using an electronic/digital signature block.

It is more like an electronic business card with all your contact details. Ensure that all the information (email, logo, social media links, etc.) on the signature block is accurate before hitting the send option.

There are apps and extensions that allow easily designing your signature with social links eg. Wisestamp, Designhill and Canva.

Conclusion

Well, that how a business email template looks like! With the business email skeleton provide above, we are confident that you can now write an outstanding professional email to your business associates or apply for your dream job.

Most importantly, ensure that the email content is authentic, error-free and simple.

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