How to write informal and formal emails at work.

Hello, Teachifyers!

Welcome to another enlightening edition of Teachify's Simply Amazing English Newsletter!

Today, we're diving into the intricate world of emails, specifically comparing formal and informal styles. Let's unlock the secrets to effective email communication in the business realm and beyond!

1. The Tone: Setting the Right Atmosphere

Formal Emails: Picture yourself wearing a suit. Your language needs to match that attire - respectful, precise, and often following a specific structure. Formal emails often start with “Dear [Title] [Last Name],” and use complete sentences and professional vocabulary.

Informal Emails: Now imagine you're in jeans and a comfy tee. Informal emails are like conversations with a friend. You can use contractions, colloquial language, and a more relaxed tone. A typical opening might be, “Hi [First Name],” or even “Hey!”

Teachify Tip: When in doubt, it's safer to start formally, especially in business contexts. You can always loosen up your style as your relationship with the recipient becomes more casual.

2. The Language: Choosing Your Words

Formal: In formal emails, clarity and professionalism are key. Use industry-specific jargon if necessary, avoid slang, and opt for more complex sentence structures. For instance, instead of saying "I need it soon," say "I would appreciate a prompt response."

Informal: Here, feel free to express yourself more freely. Short sentences, everyday language, and even emojis (in moderation) are acceptable. “Can you send it over soon?” is perfectly fine in informal contexts.

Exercise: Rewrite the formal sentence in an informal style: “We request the pleasure of your company at our annual gala.”

3. The Purpose: Why Are You Writing?

Formal Emails: Often used for job applications, official requests, or communicating with higher-ups. The goal is to convey your message with respect and professionalism.

Informal Emails: Great for quick updates, casual invitations, or checking in with colleagues you know well. The aim here is often to maintain relationships and share information in a friendly manner.

4. The Sign-off: Leaving a Lasting Impression

Formal: “Yours sincerely,” “Best regards,” or “Respectfully,” are common. It’s like a handshake at the end of a meeting - courteous and professional.

Informal: “Cheers,” “Take care,” or even “Catch you later,” work well. It’s akin to a friendly wave goodbye.

Exercise: Create two sign-offs, one formal and one informal, for different scenarios.

In Conclusion

Mastering the art of email communication is a valuable skill in today’s digital world. Remember, the key to effective emailing is understanding the context and the relationship you have with your recipient.

Interesting Fact: Did you know that Ray Tomlinson sent the first email in 1971, and it was a test message to himself? It traveled from one computer to another, sitting right beside it!

That’s all for now, fellow Teachifyers! Keep practicing, and see you in the next issue, above all, don't forget to Teachify your life!