When writing a formal email, whether to apply for a job or for any other situation in which we must make a good impression, it is advisable to follow the following tips:
- Take care of the forms. This is what we mean when we say “formal”: we must pay attention to the way we write the text, so that it does not contain grammatical or spelling errors, since a sloppy use of language will cause a bad initial impression on the other. Likewise, we must avoid the use of very colloquial words, rudeness and even use a standard typographic font.
- Do a preliminary investigation. Before sending an email, make sure it all makes sense: that you are writing to the correct institution, and even the correct department within it (if you don’t know, you can warn it in the email, and ask to be forwarded to who corresponds).
- Get to the point. It’s okay to be polite and formal, but keep it short and direct. You should provide the reader with the information quickly and bluntly, always going from the most important to the least important, so that with a quick and superficial reading of your mail, the reader knows what it is you want.
- Check before pressing “send”. Reread the draft of your email before sending it and make sure everything is fine. Do not forget, above all, to attach the attached file.
What is formal language?
Is named formal language to one of the modes of use of the language, in which more attention is paid to the rules of correctness and courtesy protocols, since the situation requires respectful treatment. It is the recommended way of using the language to communicate with institutions, people of higher hierarchy or in social events of great importance. Formal language is characterized by:
- The use of more cultured words and more complex or elaborate sentences.
- The use of courtesy formulas that we do not use in informal speech.
- Neither rudeness nor colloquialisms are used.
- Attention is paid to diction and pronunciation, if it is an oral communication. If it is written, attention is paid to style.
The following is a template or format that we can fill in with the specific data of the company or institution to which we want to send our resume or Curriculum vitae. Later we will see a couple of examples of its application.
For: [dirección electrónica de la empresa o su división de recursos humanos]
From: [tu dirección de correo electrónico]
Affair: Application for the position of [descripción del cargo]
Dear Sirs of [nombre de la empresa] / Estimated [nombre de la persona]
My name is [tu nombre] and I am pleased to communicate with you to express my interest in the position of [descripción del cargo], which I understand is available, and for which I am attaching my resume. I estimate that in [nombre de la empresa] My experience and talents would be useful and valued, and I would find a conducive environment to continue my professional career, so I would appreciate being taken into account in your selection process.
Thankful in advance for your attention,
Sincerely,
[tu nombre y apellido]
[tu teléfono y perfil de red social profesional]
Examples of formal emails
- For: [email protected]
From: [email protected]
Affair: Application for the position of sales coordinator
Dear Sirs of Ferrosonica:
My name is Pedro Méndez and I am pleased to contact you to express my interest in the position of Sales Coordinator, which I understand is available, and for which I am attaching my resume. I believe that in Ferrosonica my experience and talents would be useful and valued, and I would find a conducive environment to continue my professional career, for which I would greatly appreciate being taken into account in your selection process. Thank you in advance for your attention,
Sincerely,
Pedro Mendez
+99 8745 9273
Linkedin: Pedro Mendez
(attached file: Pedro_Mendez_CV.pdf)
- For: [email protected]
From: [email protected]
Affair: Interest in working with you
Respected gentlemen of the Kayivia Ministry of Commerce:
My name is Marta Suarez, I have a degree in foreign trade with twelve years of work experience, and I am communicating with you to express my interest in being part of your prestigious institution, for which I am enclosing my resume. I think that my experience and talents could be useful and valued in your institution, and that there I would find a conducive environment to continue my professional career, so I would appreciate being taken into account in your selection process. Waiting for a positive response,
Very truly yours,
Marta Suarez
Lic. In Foreign Trade
+99 8645 2736
(attached file: MartaSuarezCV.pdf)
- For: [email protected]
From: [email protected]
Affair: Search for translator
Dear Manuel:
My name is Julio Parole and I am pleased to contact you to send you my resume attached, in order to offer you my services as a translator specialized in legal texts. I understand that you are in search of a professional in the field and I think that my profile and experience could be of interest to you, without any other particular to which to refer,
Sincerely,
Julio Parole
+99 6483 1037 (office)
+99 029 1337 3846 (cell)
(attached file: parolejulio.pdf)
References:
- “Linguistic registry” in Wikipedia.
- “How to write a formal email” at Universia.net.
- “Formal correspondence” at the Autonomous University of Nuevo León (Mexico).