The following are some tips to help you when you are writing business letters through email.
- A heading is not necessary in an email (your return address, their address, and the date).
- Use a descriptive subject line.
- Avoid using an inappropriate or silly email address; register a professional sounding address if you don’t have one.
- Use simple formatting, keep everything flush with the left margin; avoid special formatting and tabs.
- Keep your letter formal, just because it’s an email instead of a hard copy is no excuse for informality (don’t forget to use spell check and proper grammar).
- Try to keep your letter less than 80 characters wide, some email readers will create line breaks on anything longer and ruin the formatting.
- If possible, avoid attachments unless the recipient has requested or is expecting an attachment. If it is a text document, simply cut and paste the text below your letter and strip out any special formatting.
- If the person’s name is unknown, address the person’s title e.g. Dear Director of Human Resources.