How To Format a Business Email

A business email is just an electronic version of a business letter sent over the Internet. Business emails also function as internal and external materials of communication. Essentially, formatting a business email is very much like how you format memos. Ergo, the similarity in form except for some little features that are present in electronic mails, which are not there in print-form letters. The following are the different parts that compose a correctly formatted business email:

1. Heading. The heading of a business email is made up of six parts located at the top of the blank writing page whenever you click Compose, Reply or Forward. This feature is only present with electronic mail, unlike with plain printed letters. Those six parts are:
  • TO
  • FROM
  • CC
  • BCC
  • DATE

These six fields may not always be automatically visible. You have the option to activate ATTACHED and BCC if you need to. Also, the FROM and DATE info will not be visible on the sender’s page. ATTACHED is activated when you need to add additional files aside from the composed letter. CC means Carbon Copy, and you use this if you just need to furnish a copy to other people without really requiring any response from them. CC is used if the receiver and the persons listed in the CC field know each other. On the other hand, BCC means Blind Carbon Copy. This has the same purpose as CC but is used when the receiver and the people you wish to send copies to do not know each other. This is the proper way of sending multiple copies of your business email, especially for a hosted email. Email distribution, whether it is a personal email or company email, should at least observe netiquette. Netiquette is the term they use to refer to etiquette over the Internet.

2. Body. This is simply the content of the business email. Usually, the paragraphs are in full block style. Sentences are single-spaced. And though you have choices for the font, font color and size, it would be more formal if you stick with the standard font that would be easy on the eyes of the reader, font size 12, and font color black.

3. Signature Block. This is the final part of business emails. This is composed of the complete name and business contact details of the sender. The sequence may include but shall not be limited to Name, Company Position, Company Name, Business Address, and Contact Numbers. More commonly, the body and the signature block are separated with a short line of keyboard characters as shown in the sample below:

Peter Connor
Event Manager
Behind the Scene
Anytown, NY 12345
Voice: 980.576.5XXX
Fax: 980.576.5XXX

4. Salutations and Complimentary Closes. In writing email, you have to differentiate whether it is appropriate to use these or not. When you are addressing people you are unfamiliar with, Dear Mrs. Winterbourne and Respectfully yours are formal expressions you could use. Otherwise, if the business email serves as a memo, both the salutation and complimentary close are dropped.

Making a business email is just as easy as formatting a normal business letter. The only notable difference is that with email, you have a ready interface.


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