think about the audience that the email is for – often emails are sent to one person, but they can also be sent to multiple readers at the same time. An email sent to a group of people is likely to be semi -formal and would usually not include slang
the context and your relationship to the reader – the tone of most emails should be semi-formal, but some emails can be a little more relaxed in tone; for example, if you are mailing someone of your own age who you know well. Emails can also be more formal; for example, if you are emailing your boss about a situation at work
how long your reader has to read your email – busy people often receive a lot of emails each day, so making sure that your formal email sounds clear, professional and polite is important to make sure your message gets through
the impression you create for your reader – unless your email is to your friends and is just for social purposes avoid using emojis or informal abbreviations such as ASAP.
Organisation
Plan the main points you will deal with in your email before you start writing it – an email should deal with just one overall topic, so stay focused and avoid adding unnecessary detail. The structure of a formal or semi-formal email is usually in three parts. For example:
A subject line – just two or three words so that your reader can tell at a glance what the topic is, then a brief introduction to explain why you are writing. For example, if you are emailing a stranger, introduce yourself very briefly and then get straight to the point. If it is someone you know, or a response to an email you have received, you may need to remind your reader of the situation so far.
The body of the response– include relevant points about the topic, developed and supported appropriately – you should divide your explanation into fairly short paragraphs, each dealing with a key aspect of the topic.
A closing section – explain briefly what is next. If you want your reader to do something, make that clear here; for example, please let me know by Thursday if …’ or to show that you are open to further discussion, end your email on a friendly note; for example, thank you for your help with this – let’s keep in touch.
Make your email easy to read and follow – for example, you can use headings or short lists where it’s appropriate. You can also choose to emphasise the most important information with bold - but do not overdo it. Appropriate connecting words and phrases can often do a better job – for example, ‘However, it is crucial to remember …‘
Use a suitable greeting and sign off appropriately – this will depend on who you are writing to and why, so for example ‘Dear Mr Green’ and perhaps ‘Best wishes’, or ‘Dear Sir/Madam’ and ‘Yours faithfully’ .If you are writing to a group informally and don’t want to use all their names ‘Greetings’ might be a useful opening.