Key Concepts in AdE writing lesson 4
Elements of a Formal Email
1.Subject line
2.Salutation with Formal Titles
3.Body
4.Closing
5.Signoff and Signature
6.Automated signature (optional)
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Formal Emails are Polite
A formal email requires a student to:
1.Politely and respectfully address someone
2.Thoroughly identify his/herself
3.Clearly and concisely express an idea or make
an appropriate request
4.Politely and respectfully conclude and sign off
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2.1. Salutation
A greeting to address your recipient
Dear ---
If you don’t know the name of the person: Dear Sir/Madam: (the colon 冒号makes it more
formal)
Dear Sir/Madam, (the comma 逗号indicates
slightly less formal)
To Whom it May Concern: (colon = more formal) To Whom it May Concern, (the comma ＝less
formal)
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2.2 Formal Titles
Female
Miss–unmarried (not recommended for formal
emails)
Ms. –avoids issue of marital status
Mrs. –married
Male
Mr. –avoids issue of marital status
Bachelor or Master degree –use above
Dr. –PhD or medical doctor
Alternative: use full name followed by a comma and person’s profession abbreviation
Lauren Gordon, R.N.
(R.N. = Registered Nurse)
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3. Body
Be clear and to-the-point.
Who are you?
Why are you writing?
Say what you need to say in the
simplest way possible, then stop.
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4. Closing
A statement at the end of the email to sum
up or thank
1.I look forward to hearing from you soon.
2.I hope to hear from you soon.
3.Thank you for your patience.
4.Thank you for your consideration.
5.Have a happy holiday!
Google, “formal email closings”
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5. Signoff and Signature
Signoff: like a salutation, but at the end of the
email and before your name.
Signoffs are always followed by a comma (,) and
then your name on the next line.
Common examples:
Sincerely,
Best wishes,
Warm regards/wishes,
Thank you/Many thanks,
Signature: your name.
You must always sign your name at the end of a
formal email!
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6. Automated Signature
Gives all your important identifying information Name
Your position (job, student level)
Where you work/study
How to contact you (optional)
Phone number
Fax number
Website
OPTIONAL but highly recommended
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5 Additional Considerations
Make sure the language and format
of your formal email is appropriate.
1.Identifying yourself
2.Making an appropriate request
3.Punctuation and capitalization
4.Spelling
5.Attachments
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Making an appropriate request: language
Better language choices:
Could you kindly let us know if ...?
Would you mind terribly sending us a ...?
I would so appreciate if you could …
Please be so kind as to forward …
NOT
Do it/Help me do this
Here/ See
I need you do to this…NOW
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Proper Formatting
1.Salutation –one line
2.Body –paragraph form, may have multiple lines
3.Closing –one line
4.Signoff –one line
5.Signature –one line
6.Automated Signature –multiple lines [optional]
Easiest to keep everything on the left. [indention 缩进
is optional]
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Attachments
When you attach a document, make sure you clearly mention it in the body of the email AND
that the name of the attachment is clear.
In the Body you can say:
My resume is attached.
Name of Attachment: xyxia_Resume
Or: Please see the course outline, attached.
Name of Attachment:
AdvEngWriting_CourseOutline
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