This document provides guidelines for writing formal emails, including starting with a greeting, getting straight to the point in concise paragraphs (one point per paragraph), asking questions to prompt a response, providing a call to action if needed, and closing formally. It also provides two examples of formal emails, one inquiring about missing/damaged product and another following up on research questions. The key is to write professionally with complete sentences, good grammar, spelling and punctuation.

1. Improve your E mail writing Skills
Generally, emails are less formal than actual letters. However, the steps to a formal
email are similar to a formal letter:
1. Start with a greeting
2. The opening sentence should be appropriate to the situation and be
concise.
3. Get to the point. If there are several issues, it is best to separate them into
paragraphs, one point or issue per paragraph.
4. Provide questions to prompt a response.
5. Provide a “call to action” as needed.
6. Close as you would in a formal letter.
7. Provide your name. As needed, provide contact information.
Example 1:
Dear Ms Julie Perera
In general, my experiences with Peachy Products has been outstanding, so when I
purchased the Peachy-Keen fencing, I expected the same.
However, I have run across several problems. First, the number of fence posts delivered
differ from those I ordered and paid for. I ordered 17 fence posts, but only received 7.

2. Second, one of the panels were badly scratched and one was cracked in the middle and
unusable.
When I contacted Michael about the problems, he sent out an agent to inspect the
damage. The agent indicated that replacements would be made for the damaged
panels and the additional fence posts would be sent within a week.
I have been waiting for over two weeks for the replacements and have received no
additional correspondence with your company. Could you tell me when I can expect
the replacement panels and the additional posts?
Thank you for your attention to this matter,
Robert Fernando
cell: XXX-XXX-XXXX
Example 2:
Dear Dr.Akbar Ali
Thank you for the time that you took last week to answer my questions about your
diabetes research. I wonder if I could impose on your time for a couple of follow-up
questions?
You indicated that you were looking into how hormones affected the onset of Type 2
diabetes. Could you direct me to the research conducted by Drs. Callie and Sydney you
were basing your own research on?
You also suggested that I look into the research being conducted at the Mayo Clinic by
Dr. Princeton. Do you have contact information for him as well?
Thank you for your time.
Sincerely,
Anne;y Pieris
It’s important that the email is concise and
 Be professional;
 Write complete sentences with good grammar, accurate spelling and
punctuation.
Jayadeva de Silva for Humantalents International