Why write an email to your boss?
1. Decide on your reason for writing the email
Before writing your email, identify the reason that you’re contacting your supervisor. This can keep you on track while crafting your email and ensure that you include all relevant information. For example, if you want to request a deadline change for a project, make sure you include the previous deadline, the new requested deadline and the reason for the change.
2. Add a relevant subject line
The subject line of your email should briefly summarize the reason for your message. Sending a relevant subject line helps your supervisor locate the email, understand what to expect and prioritize the email based on importance and urgency. Here are some examples of subject lines you can include in an email to your supervisor:
3. Include a greeting
The greeting is the first line of your email, immediately after the subject line. Identify the name and title that your supervisor prefers you to call them and include it in the email greeting
. For example, if your supervisor prefers to be called by their first name, then that’s what you can address them as. If you’re unsure of what name and title that your supervisor prefers, then you can use their last name. Here are some examples of greetings:
4. State your reason for the email
After your greeting, include an opening sentence that states your reason for emailing then. Opening the email by explaining your reasoning keeps the email concise and clear. Here are some examples of an opening sentence:
5. Provide an explanation
If possible, provide details or an explanation regarding your reason for emailing. It may be helpful to provide an explanation so that your supervisor has the context of a situation, though you can omit any irrelevant or personal information. Here are some examples:
6. List actions you need your supervisor to complete
After your explanation, be sure to include information on any tasks that you need your supervisor to complete upon reviewing your email. This may include approving a project proposal or deadline change, checking your time off benefits or making a decision regarding a project. Here are some examples:
7. Add a closing
The closing is the final line of your email, which is where you can thank your supervisor for their time, reiterate important information or invite them to ask any questions regarding the content of your email. Here are some examples of closing lines:
8. Include a signature
Professional formal email examples: specific formats for specific goals & uses
In order to get a better understanding of how all the elements of an email work together in different types of emails, it’s helpful to look at some templates. Here, we’ll cover a number of email scenarios and provide you with an example for each one. Each of these letters refers to a specific situation, but you can always tweak the content to make it more relevant to your needs.
Thank you email
A thank you email is usually one that you’ll send after previous communication with someone. You might want to thank them for their help on a project, for fulfilling your personal request that you previously sent, for a job interview, or even for something as simple as taking a phone call or a meeting.
When composing a thank you email, you don’t want it to be too long, so get straight to the point. Additionally, they aren’t necessary 100% of the time and can sometimes just clog up the inbox of someone who might be really busy, so consider whether or not it will be useful for you before you click send on a “thank you” email.
Thank you email for work done or service rendered
Thank you email for a job interview
Formal letter of appreciation
I would like to formally recognize all the hard work and dedication you’ve put into completing [project/task]. Due to your consistent efforts, the project is what it is today and that led to the positive results we were hoping for.
On behalf of [company name, board members, etc.], we would like to formally thank you for your hard work and we would like to let you know that we highly value your contribution and your continued dedication to your job.
Letter of complaint
On January 30th, 2020, I made a reservation at your restaurant located at 1234 Mulberry Lane for a birthday dinner for four people. This letter is intended to bring certain issues to your attention.
Unfortunately, we did not enjoy our dinner due to the fact that the food was very slow to arrive and we received the wrong dishes. It’s understandable that it was a busy time at your restaurant, but the quality of the service was not as expected.
Cover letter
It used to be common to send your cover letter and CV as an attachment to your email. However, it’s becoming a lot more accepted to use the email itself as your cover letter and simply attach your CV.
When sending a cover letter email, make sure you’re using formal language, addressing the right person such as HR or the hiring manager, you use a relevant subject and opening line, and the body of your email demonstrates why you’d be a perfect fit for the job and company. Since hiring managers likely receive dozens of email cover letters, be sure to make sure yours stands out and doesn’t drag on too long.
Cover letter example
I was very interested while reading the job posting for the position of [job title]. I believe that the experience I have strongly match the responsibilities of this position. I am enthusiastic about submitting my application for the position.
My most recent position was at [company name], where I was a [job title name ]. Additionally, I recently participated in a [mention an accomplishment in your last job that is relevent]
Reminder email
If it’s your first time reaching out to someone or a second or even third, the format of your email should be different. A first contact email has to include certain details that provide context.
when writing a reminder email or follow-up email you don’t need to provide a broad context. Instead, you should just briefly and lightly remind your recipients of what you already agreed on (assume that it simply may have been forgotten or placed low in their backlog).
This little push can go a long way in shortening your timetables and making sure you’re items are prioritized. Most people appreciate the reminder and respect you for being steadfast.
Reminder email sample
Apology letters samples
From time to time we all make mistakes, and we all get something wrong. Sometimes our mistakes hurt others, cause them discomfort, or make them frustrated. In these situations, it’s usually the right call to simply apologize.
But regardless of whatever you truly feel, be very careful to only use words that express empathy for whomever it is you’re apologizing to. Do not lay any responsibility on them, and do not give excuses.
Letter of apology for a client
I want to thank you for bringing these issues to my attention and please know that we are making every effort to correct our mistakes so events like these don’t happen in the future.
Apology letter for boss
I’m writing to you to express my regret for my behavior on [date] in regards to [event]. I would like to apologize for my words and actions and reassure you that such an event will not happen again.
Aesthetics of a formal email
Of course, you want to capture the attention of your recipient, but you also want to appear professional, so keep the Comic Sans font out of the equation. What sort of aesthetics should you pay attention to in a formal email? Let’s take a look.
Choice of Font
Don’t start reinventing the wheel here. It’s better to go with a safe bet instead of a creative option when selecting a font. Choose a font that’s easy to read and skim, since if you’re sending a longer email it’s possible your recipient will just skim its contents. Therefore, you want to font to be clear and the letters to be far enough apart.
Font size
You don’t want your recipient to have to squint to read your email, but your text also shouldn’t appear as if it’s yelling either. Depending on the font you go with you might need to tweak the sizing a little, but in general, font size 12 is what you should be using. You can use size 10 or 11 as well, just make sure it doesn’t look too small before sending your email.
Resource:
https://www.indeed.com/career-advice/career-development/how-to-write-email-to-your-boss
https://www.wisestamp.com/blog/formal-email-writing-formats/