Structure and Format for writing an Email

For Writing a proper email  and to get a good response we should follow proper structure and format for writing an email.

1.     Date:

        To:

        From:

        Subject:

                                        1. Opening

                            2. Body 

                             3.Closing 

• Use a neutral e-mail address:  Your e-mail address  should be variation of  your real name , not a user name or nickname . Never use an unprofessional email address.

• Use a Short and Accurate Subject Header:  Avoid saying too much in subject header, but make sure it reflect the content of your email to a person who is unfamiliar about what you have written in email. Summarise the main idea in the subject header .

• Use a Proper Salutation : Addressing the recipient by name is proffered. use the person title with  their last name . You can use salutation like :  Dear Mr.. . Don't use a casual greeting like : Hey .  

• Write the actual Message :  Start Writing e-mail directly by Front loading the opening . Get directly to the point without rambling . 

• Body of an e-mail : Explain and discuss only one topic in your e-mail as it will make your e-mail more effective.Introduce relevant details and consider the columns,headings,numbered, bullets lists.

• Closing of an E-mail : To end the message you have the options depending upon your objective :   

• Action 
• Dates or Deadlines
• Summary of message
• Closing thought 

• Use the correct from of leave taking : This will depend on your level of intimacy with the recipient.

• Proofread your message  for content :  Make sure you haven't omitted any important details .

•  Proofread your message for spelling and grammer: Check your spellings and grammer  and revise your e-mail .

Reference :

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