Guidelines for Writing Official Emails

Communication in any form should be simple and effective and with growing number of doing business transactions online, emails have become one of the necessary tool that have become so essential in any business. While sending official emails, make sure that it follows their respective guidelines because official emails are the one that going to represent us. Here are few guidelines to be followed while writing official emails. 

• Verdana is the appropriate font and its size should occur between 9.5 - 10  


• It should have the structure such as situation, action items, information and conclusion


• Use black or blue color for writing and for highlighting purpose, make the word bold and avoid using red color since it signifies danger


• Follow the appropriate greetings such as Hi for americans, Hello for Europeans and Dear for Asians


• To be more formal we could use Dear Mr. /Ms. followed by Last name or Full name. We should not use Dear Mr. /Ms. followed by First name alone. 


• We should not put '/' in greetings like Hi X/Y. Instead we should say Hi X and Y.


• We should not use 'Thanks and Regards'. Instead we should say:
  Thank you
  Regards 


• Do not use can for requesting something and you can use could instead


• Avoid writing please find the attached file since the reciever should not find or search for the mail because it is already  there so write 'The file has been attached for your reference'.


• Avoid sentences like as per your mail since per is used for weights such as kg etc. You can use according to your mail


• Please revert is the appropriate word for writing please revert back  

Source: http://www.citehr.com/59672-email-etiquette-official-mails.html