In a society that becomes more international every day, we often find ourselves interacting with companies or individuals beyond national borders. Every day, thousands of professionals and non-professionals communicate with each other through the fastest and most efficient messaging system: emails! Thanks to emails, it is possible to get in touch, virtually in real-time, with people on the other side of the globe, for instance, to send them your CV in English and apply for a job abroad!
It is therefore important to write it correctly. Although emails are not as formal as letters, they still need to be professional if you want to convey a good image of yourself or your company. If you are not used to speaking English in a professional setting, writing a formal letter in English can be anything but simple! Moreover, to properly draft an email in English, you should not leave room for improvisation.
Here are some important steps to avoid making mistakes.
To draft an email in English, you must first follow these steps which will shape our text:
- specify the subject
- greet the email recipient formally
- develop the body of the text clearly and concisely, indicating the reason we are writing
- write the closing part of the message
- greet formally
- sign the email
The Importance of the Subject
The first step in writing an email is to enter the subject, which previews for the recipient the content of the text they are about to read. The subject is the first piece of information visible to the email recipient and, if it is written incorrectly or is incomprehensible, it may prompt the reader to discard it without opening. It is therefore important to immediately provide a clear and precise message that refers to the content or reason for writing, a brief text, yet one that captures the recipient’s attention.
Courtesy Formulas
An email always includes initial greetings, which differ depending on the recipient and the type of message we are writing. When crafting your email, you are not only using another language but also approaching another culture with different customs. Anglo-Saxons, in general, pay great attention to courtesy formulas and thank yous, so never forget to include them and don’t just end with a closing remark.
Presentation of the Text
After the initial greeting, there should be an introductory sentence that you should write clearly, providing the message’s very purpose, remaining consistent with the previously written subject, and informing the interlocutor of the reason we are writing. The style should be concise, favoring short sentences with a simple structure. Indeed, one should not be repetitive or verbose to prevent wasting our reader’s time.
Conclusion of the Message
The conclusion of an email is undoubtedly the part that will leave the most mark on the reader’s mind. For that reason, it is necessary to write it with care, always maintaining a formal tone.
This is where you should express your desire for future contact, thank the recipient for any information provided, and indicate any attachments.
Formal Farewell
The last two lines of the email in English are intended for the farewell and the signature.
In this case, too, the tone used should be formal and consistent with the initial greeting and the content of the letter.
