There is nothing like a proper format of an email, it is all about to whom you are writing and how well you write. In Email writing, etiquette is the most important before writing any type of email.
Conveying a message in a polite gesture must be first priority whether it is a formal or informal email.
It is crucial to make a communication professionally via email when you address multiple people in an email whether it is-
- Letter to Clients
- Notice for information
- Communication with Boss
- Thanks Giving
- Addressing a Group
“Hi There”, “Hello”, “Dear”, “Good Mornings” are formal greetings and salutations you should use when writing an email to your recipients.
Whether you are sending an email to your team member, family member, or even just two or three people. Choose your word that is courteous in nature like “Respected Sir or Ma’am”.
In the email world you are talking to a person to whom you can’t see facial expressions, so avoid using any type of harsh words. Because you don’t know which word can hurt the emotion of recipients.
You cannot change the written word in the after you hit the send button of the email.
How to address multiple people in an email
When you addressing multiple recipients in an email you think about what salutation (greetings) I should use?
“Dear” is the most common word that fits any type of email writing whether it is a business email, academic, writing to a friend, etc.
Be polite and start an email to several recipients by writing the common salutation “Dear Team”, “Dear Colleagues”, “Dear Team Members”
If you have a strong relationship with the group, address all people with “Hi Team” or “Hi Everyone.”
After greetings, you should tell the recipients who you are, for example-
“This is Mike” or “This is your team leader”.
Note: Most of the time recipients don’t recognize the email address of the sender, so after greeting tell your name or your relationship to the recipients.
How to address two people in an email
When you are sending an email to two or three people you can simply address their name or greet two persons by their surname, that sound more formal and professional.
Always include the main recipient first followed by the next recipient,
- Dear John Smith and Dear Mike Brown (Informal)
- Dear Mr. Smith and Dear Mr. Brown (formal)
How to reply to an email with multiple recipients
When you reply to an email use the name of a group with “Dear” or “Hello to All”. If your email changing in conversation mode then no need to put salutations all time, simply put the direct message in email and act like chat box.
Important points to be followed while writing an email
Avoid Capital letters – Do not use all capital letters to highlight the message, it is considered to be rude.
Proper Structure – Make a proper email structure from greetings to closings and use simple words.
Closings – During composing an email try to keep the closings in a formal way whether it is a business email or academic. Like-
- Thank you
Don’t use that word that you yourself don’t like. Email writing is all about Etiquette.