How to Write a Letter or Email to Your Boss?
Are you nervous about writing an email or a letter to your boss? Are you afraid that you might not deliver your subject matter properly? It happens to the best of us. While writing to your boss, your fingers turn to jelly. You do not want to leave out any important details in your letter but you do not want to make your letter too wordy nor do you want your boss to grow bored out of it. Worry not. We have some solutions to your problem.
Seven Professional Letter Writing Tips You Need to Master
No matter whom you are writing to, if it is a professional letter and it is related to work, it should always follow a proper format. Here are a few tips to consider.
1- Stick to the point
When it comes to writing a formal letter, you should always remember it is not the type of letter that you write to your grandma. You stick to the subject matter and you do not deviate from it. If you must include stories in it, it should always contribute to your subject.
2- Address your issue properly
If you want a good response to your letter, try to convey your message as properly as possible. Do not beat around the bush. Be concise and address your issue in an efficient manner. Do not forget that you are a professional so your letter must not have a casual look.
3- Set a tone
By that, we mean to set a professional tone. Your writing tone says a lot about you. It is like how you would address the recipient in person. Write in a serious but polite tone. Do not mock or create jokes in your formal letter.
4- Salutations
How you greet your addressee in your letter is important. Use the right greeting statements. Address your recipient by ‘Respected Sir’ or Dear Madam’. ‘Pay my regards to all at home’ is not something you write in a formal letter or an email.
5- Body of the letter
Your body of the letter contains your message. It should be properly structured. Begin with an introduction. Introduce yourself and if necessary, mention your relationship to the recipient. Continue towards stating your problem. This area of your letter should cover the most part of it. Close with your expectations of achieving your goal.
6- Use the proper format
Make sure your letter is in the right format. If you were writing to your friend, then formatting would be your least concern. Since it is a formal letter and you want to make a good impression through it, you have to take care of it. See that addressee if addressed properly. Linings and spacing are important too. Break it into three paragraphs so it does not look too crowded with words. Do not forget to sign the letter in the end.
7- Review
Once you are done with it, go through it again. You will find many spelling or grammar errors in it. Correct them and review it again. This is your key to make your letter a perfect one. Make sure it is error-free.
Tips for Writing a Letter or Email to Your Boss
Now that you know your way around how to write a formal letter, writing an email or a letter to your boss can become really easy. However, the pressure increases. When writing to your boss, it is not about the subject matter anymore. It suddenly becomes about your representation, reputation and your image in front of your boss. You realize that your letter holds the potential to create or break your image.
Here is what you can do to eliminate all your fears while writing to your boss and form a perfect email or a letter.
1- Write a concise subject line
Your subject is the soul of your letter or an email. It gives your boss a quick idea of what the letter is about. An email without a subject is not worth reading. So you state your business by being precise through the subject that can give your boss a clear picture.
2- Let your boss know what he needs to do
If you require something from your boss you should state that properly. For example, if you need feedback on a task or you want your boss to sign a deed, clearly mention that. In a long email, your boss will only look for what you are asking of him.
3- Attach relevant documents
Your boss can go through the trouble of finding the relevant document that you need him to go through. Although, this process can make the whole thing a little annoying. Best to attach the documents with the email that is relevant.
4- Proofread your email
Your grammar skills matter while writing to your boss. One type could leave a lasting impression of you. Typos are unintentional. We do not do it on purpose and it happens to the best of us. Therefore, you should always proofread your email before hitting the send button.
5- Thank your boss
One thing your boss will never forget is how grateful you have always been. It is always advisable to show gratitude. It makes your boss think high of you as it gives him the impression that you acknowledge the time and effort your boss is putting in reading your email. Besides, asking for favors without a thank you is just plain rude and unethical. If you continue down this road you can waive your career good-bye.
Sample Letter to Your Boss
A letter to your boss can look like this
June 25, 2020
Mr. Mathew McGraw
Maven Logix
Subject: To schedule a meeting with you in reference to a client
Respected Sir,
I am writing this letter to request a meeting with you this week if possible. The meeting will cover the discussion about the social media report for our client ‘XYZ’. I would have not brought this up to you if it was not necessary. I need to discuss our strategy to generate this report this week, as the client requires it as early as the first of the new month.
I realize that you have a tight schedule so I will adjust only half an hour for this meeting. I am grateful for the time that you invest in me.
Kindly inform me about the day you will be available during this week so I can schedule our meeting and send you an invite on the calendar. Thank you for your time.
Sincerely,
Anthony Hill
Sample Email to Your Boss
Compared to a letter, an email is shorter. Here is a sample to give you an idea.
Let us say you are emailing your boss to update him about one of your assignments.
To: sarah.parker@gmail.com
Subject: Update about the designing assignment
Respected Madam,
I am writing this email to inform you that the task that was pending from my end regarding designing new posts for our clients has been done and updated on the sheet. Kindly go through it once and let me know if you need any changes in them.
Thank you!
William Huntsman
You do not need to stretch your email without a purpose. No one has time to go through long emails. Try to be specific and to the point. We hope that after going through this article, you now can write perfect emails and letters to your boss and that too with confidence!
