How to: Write an e-mail for a formal audience
The goal of email is concisely, clearly, and accurately conveying a message. Assume the reader has
limited time to see and respond to the message, therefore get to the point, include only what is
necessary, and proofread before sending. When in doubt, treat an email as a business letter by keeping
content relevant and professional.
When writing for an online audience, remember that the message may appear on a variety of different
screen sizes and resolutions. Here are general guidelines for formal email communication.
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Remember that the email address used conveys its own message about the sender and may be
considered part of the sender’s identity. It may be necessary to have a separate email address
for formal communications.

Include an informative subject line, summarizing the content or reason for the email.

Open the email with a salutation.

Include name and relevant contact information as a signature.

Use block format, which means double spacing between singly-spaced paragraphs and sections.

Remember to use paragraphs. Breaking up text into chunks makes it easier for readers to keep
their places on a screen full of text.

Do not use all capital letters. Using all capital letters is considered the online equivalent of a
raised voice.

Do not format font in non-standard ways. Leave text color as the standard black-letters on
white-background format. Not all computers have the same fonts installed, so messages with
special fonts or colors may not appear as intended on the reader’s screen.

Email can be less formal than printed business communication. Using personal pronouns (I, me,
you) can be suitable and the most concise way to convey meaning. Generally, clarity and
conciseness are more important than a longer sentence that only avoids using the word “I.”

Do use contractions, which save time and space.

Do not use internet slang, emoticons, or abbreviations. Similarly, do not use language
inappropriate for the business environment.

Eliminate unnecessary text from the quoted section. Include only what is needed for the
message’s context.

Avoid sending large pictures or files. Ask permission if unsure about sending a large file, and
always mention in the email that a file is attached, to avoid virus scares.