We’ve talked about the general, informal email, which is not so tricky, especially when dealing with friends and close acquaintances. As we discussed in Email Etiquette: Know Your Audience, there are some simple rules to follow to keep your basic email messages on the safe side. However, the big, bad wolf of emails seems to be the Formal Email. What a diva she is, requiring more thought and a much more structure. The formal emails can include messages that are addressed to an employer, an official at a school or college, an executive at a company, or a professional with whom you are not acquainted, amongst others. Yet, some of the same tips for basic emails still apply, with a few additional rules:
1. Formally greet the person to whom you are writing. For example, try one of the following opening salutations: “Dear Mr. Rodriguez,” or “Good morning, Anna:” or “To Whom It May Concern:”
2. Identify yourself in the most relevant manner. You can choose to state who you are in relation the person or topic (i.e. a salesperson, customer, student, etc.). You can identify yourself or your interest by way of pertinent information, such as an account number, a job ID, an order number, etc. You can also tell the person your name here, but you will still have to sign off with your name at the end.
3. Concisely state the purpose of your email. Clearly and briefly summarize why you are contacting the person. You will have the opportunity to elaborate later in the email, so there is no need to be long winded at this juncture.
4. State and explain the main points of your email in detail. Lay out all of the important elements and/or occurrences of your business, interest, issue, concern, or request. Paint a full picture for the other person. It is necessary for you to convey your thoughts and tell your story.
5. Be careful not to ramble or go off on tangents. Although you want to be thorough, you want to keep the person’s attention and help them to understand where you are coming from. Particularly, if you are sending a complaint, avoid including extra thoughts that are overly emotional, too personal, or unnecessarily insulting.
6. Express the number one goal you want to accomplish with this email, once again. If there is a key point you think might still be complicated or confusing, this is your chance to clarify it, briefly! Here are a few questions to consider: Who should take action? Which action do you want them to take? Will you play a role in this? Is there anything you are willing to do or offer? What outcome do you desire?
7. Provide your most reliable contact information. If you want a timely response, then you must give them a way to reach you directly. Choose a channel through which you know you will easily receive the person’s response, like a phone number that you have regular access to, a direct voicemail number you check frequently, or a mailing address. In some instances there is no need to provide additional forms of contact if it is understood that the other person will respond to the email address through which you are sending the message. In this case, providing your contact information means making sure your email address is visible.
8. Thank the person for his or her time, cooperation, assistance, or anything that he or she has already done. You also have the choice of thanking them in advance for whatever it is you anticipate or hope they will do. Here are two examples: 1) Thank you for your continued support. 2) Thank you in advance for resolving this issue.
9. Sign off with a respectful closing salutation, followed by your name. There are many options, so select the one that you feel is most fitting and that makes you feel most comfortable. Some examples are “Yours truly,” “Sincerely,” “Respectfully yours,” or “Best regards,”
(Note that the first word in your salutation is capitalized, but the second word is not.)
Before You Click Send!
10. Proofread and edit your email. Check for any confusing language, inaccuracy of facts, typos, grammatical or spelling errors, inaccuracy and misspelling of people’s names, spacing and formatting mishaps, incorrect punctuation, or automatic correction disasters. Also, make sure you have not inappropriately used all capital letters, which can look like you are shouting. Some of these might seem minor, but they vary in significance to different people and can be the deciding factor for whether or not you get your intended results.
These are a couple of examples of how to structure a formal email message. (Click on the email to enlarge):
Formal Email Sample 1:
Formal Email Sample 2:
As a communications professional and scholar who keeps an eye and an ear (just one of each) glued to the media, I would be remiss if I didn’t take a moment to recognize the t.v. legends who passed on during the month of April. I’d like to dedicate this Public Displays of Protocol to three men of media who exemplified dignity, class, and high ethical standards: Gil Noble, Mike Wallace, and Dick Clark.
On April 18th, we lost “America’s Oldest Teenager.” Dick Clark, known to the younger generations as the cool older dude who made an appearance every New Year’s Eve, built a long-lived career of so much more. His extensive work in show biz made him the most well recognized pop culture icon spanning several generations. Mr. Clark was adored as the host of “American Bandstand,” TV’s Bloopers and Practical Jokes,” the “American Music Awards,” “Dick Clark’s New Year’s Rockin’ Eve,” and countless other television and radio shows. Always a vision of effortless sophistication, he dedicated his career to bringing young talent to the forefront as well as entertaining his youthful audience (regardless of age) in a respectable way.
Gil Noble – the journalist, the gentleman, the giant – whom I watched religiously each Sunday, departed on
April 5th. I must admit that Mr. Noble’s passing touched me as though I lost a dear distant friend. For as long as I could remember, he sat in my living room every week, educating my siblings and me on historical and current events, on people who were making a difference in the community, and on the ways every individual can improve the quality of life. Mr. Noble dressed impeccably, spoke articulately and welcomed us into his realm on the television show “Like It Is,” which aired for 43 years. He built his career as a journalist, bringing us fair and accurate news, and continued this practice as a host shining light on issues as well activism well into his later years. He never faltered from his journalistic standards and he always kept the well-being and empowerment of his viewers in mind.
We lost more than one phenomenal journalist in the month of April. The great Mike Wallace, best known for
his role as the legendary host of “60 Minutes” also died on April 5th. He subscribed to the old school practice in which journalistic integrity really meant something. His reputation stands tall on his lengthy track recorded of providing insightful, balanced investigative reporting and interviewing. Mr. Wallace didn’t take it easy on his guests. As a matter of fact, he developed a whole new style of tough interviewing techniques by which he dug out the information he knew his viewers tuned in to hear. Yet, he remained a gentleman and did not make his work a personal attack on those who sat face-to-face with him. He kept his guests honest and gave his audience what we needed. What more could you ask?
These three men impacted us across cultures, age groups, and personal interests. Their legacies will continue to serve as a strong, reliable foundation for the modern era of broadcast media. For their excellence and nobility, I salute them again and again.
Interviewing? Get all dolled up or shaped up and clean shaven, and then throw on a pair of glasses. Studies show that people assume you are smarter and more focused when you’re wearing spectacles. You might even feel smarter and you’ll probably see better.
If you’re not accustomed to wearing glasses, then wear them around first to get comfy with how they feel. The secret to pulling off this look is to exude confidence through the mini windows atop your nose.
Go for it! Pick out a cute pair of frames (prescription or not) and get that position!
Take the time to remove the tags and stickers from your clothing before you wear them. I know it’s still in style for guys to keep the sticker on their fitted caps. (And even in that case, displaying the sticker to validate the quality and authenticity of the item starts to look a bit tacky.) If you are keeping on your tags in order to return the article of clothing, that’s a whole other issue we will need to address. For everyone else, this is a friendly reminder that when you forget to take off the tags it looks like you didn’t put as much effort into your appearance and self presentation. A great way to remember is by taking one more look at yourself in a full length mirror before leaving for the day.
Reflecting on this month, the prejudices we hold against others are on display …and right now it’s looking ugly. The most important lessons in etiquette and, even more importantly, in humanity are building positive views of oneself and broadening one’s views of others. They go hand in hand. In order to respect another human being for who they are, you must first work on how you view your own character and self worth. If one feels less than worthy, it’s easy to feed off negative stereotypes of others hoping that will make one feel better about oneself.
Whether you’re looking down your nose at Lindsay Lohan for her public conduct and run-ins with the law,
or scoffing at Tiger Wood’s last win because you disapprove of his infidelity,
or judging the teenager walking down the street wearing a hoodie, we must realize that it is our own insecurities at the root of our narrow points of view.
Once we can admit the role we play in perpetuating stereotypes and reinforcing prejudiced acts, then we can decide to heal, grow and empower ourselves and our world. Then we can learn to value others’ lives and stop the proverbial and literal death of our children, our hope, our future. So let us move forward with positive, loving thoughts of ourselves and one another, and build from here.
The start of a new year swells with potential for all the greatness we can accomplish over the next 365/6 days. Considering all the resolutions, plans and hopes to achieve our goals, one of the best and most easily manageable tools we have on our side is self image. It is all about the personal brand you build for yourself. What face do you want to put forth, whether in person or on the Internet? How do you want others to read you? What reputation do you intend to establish? A major component of this is getting a handle on etiquette, protocol, and basic manners in any situation from business to social. The more you improve your etiquette skills, the better your image becomes. With a more refined image comes more successful networking and greater opportunities.
Think about it! Colleges are looking for the well behaved student who doesn’t seem like a future liability. Employers prefer the well mannered employee who comes highly recommended and appears to have good work ethic. Investors feel more comfortable signing over their money to the entrepreneur who presents his/herself as polished, dependable and confident.
So, look at this as your time to set your image; your brand. You are welcomed to use this blog as your modern guide for everything from business protocol to digital etiquette, form social etiquette to fashion protocol and more. We’ll explore together and figure out how to always present you in the best light. Stay tuned throughout the year and if you have questions, don’t hesitate to ask them here or catch me in real time on Twitter @DrJaiCupid.
Happy New Year and cheers to a new you!