Writing a formal email requires proper spelling, punctuation and grammar. Slang, excessive exclamation marks and unique characters, such as smiley faces and other emoticons, are unacceptable. Proper greetings and endings are required in formal emails as a sign of professionalism.
A formal email has a salutation that opens and addresses the reader. If the person's name is known, the writer can respectfully address the person by writing "Dear Mr./Mrs. Jones." If the person is unknown, then "To Whom It May Concern" is acceptable to remain gender neutral.
The body of formal emails should always contain properly spelled words and employ the right use of grammar. Spelling and grammar check tools are available on most document creation programs, such as Microsoft Word, to assist with checking the proper use of language. Individuals should stay away from using slang and other types of informal communications that are more appropriate to use among friends. The use of several exclamation or question marks to emphasize a point is considered inappropriate for formal letters.
The ending of formal emails includes the terms "Sincerely," "Respectfully" or "Kind Regards." Any quotes located in the signature of an email should also be appropriate, as this is also accessible to the reader.