Writing a formal email to someone is a daunting task. You might end up hours writing big email and yet remain unsatisfied. Don't worry!. I am here to solve your issue. I will give you suggestions and numerous ways to write a concise and a pro email :)
So Let's Begin:
1) Subject Line :
Keep it very short. It is explaining your entire email in 3-4 words. I suggest you to fill up the subject area at the end. Firstly take out time to analyze what your email is exactly telling.
Writing an email for:
Completing a task
Subject: TASK COMPLETED
Asking for more time:
Subject: REQUEST FOR EXTENSION
Subject: THANK YOU FOR (------)
Subject: INFORMATION NEEDED
Any Changes in meeting
Subject: MEETING DATE CHANGED
The only thing you need to remember that the subject should match completely with your body paragraph.
When writing to someone you know professionally use:
When you only know the name of person, however you are writing to him/her first time, use:
Dear Mr./Mrs. (Last Name), For eg. Dear Mr. Weasley,
Dear Mr./Mrs. (First Name), For eg. Dear Mr. Ron,
Dear First Name Last Name, For eg. Dear Ron Weasley,
When you don't know the person's gender, use:
Dear First Name Last Name, For eg. Dear Donald Trump,
When you don't know the name at all, use their designation:
Dear Human Resource Manager,
Dear Recruiting Team,
ALERT! : Use comma after salutation.
3) Body Paragraphs:
When writing for first time, use:
Two body paragraph:
One to introduce you. It should be completed within 2-3 lines max.
Second one to explain your subject of the email. It should also be as concise as it can be.
When writing a follow up email or replying to the other person response (that is the third email in a row), use:
Only single paragraph (includes thank you email etc.). No need of introduction.
Do understand, these emails are meant to give another person the exact information which is required (no more, no less)
4) Avoid Exclamation and Slang
As you are writing a formal email, there shouldn't be any slang used like (Ur, ah, oh!,)
Instead of this :
Me and my staff is solving it for third time, still no results. I'm sick of it!. Think of it, Sir. (This is informal and somehow rude!)