Writing a formal email (and 3 examples) (2023)

Official emails are required for certain interactions and specific situations. They need to be polished. They must be professionals. And they must be mounted correctly.

This is a difficult task, especially if you are not used to formal writing.

And of course you don't want to look like a bum in front of a boss, customer or prospect.

But do not worry. I've got you covered. In this guide, I'll show you how to write a formal email, including the basics of writing formal emails and some formal email examples you can use to model your work.

Table of contents

  • When should you write a formal email?
  • What makes an email "typical"?
    • Structure.
    • Tuna.
    • Verbosity.
  • Details from an official email
    • 1. The subject line.
    • 2. The greeting.
    • 3. The body.
    • 4. The closure.
    • 5. At the company.
  • Writing a formal email: 5 more tips
    • 1. Check your shipping information.
    • 2. Pick a theme and stick with it.
    • 3. Select the correct font.
    • 4. Mind your structure.
    • 5. Right.
  • Formal email examples
    • 1. Dealing with a customer problem
    • 2. Announcement to the group
    • 3. Continue with perspective
    • Related Posts:

When should you write a formal email?

First of all.

When should you write a formal email?

I'm not talking aboutsync your email, although this may be an important guess depending on the context.

Instead, I mean, when do circumstances call for a formal email?

  • Audience.One of your biggest concerns will be your audience. Who are you writing to and how interested is he? In general, if you are writing to a manager, prospect/client, or someone you don't know, you should speak formally. Speaking in a large group also often requires formality.
  • Character.What kind of image are you trying to portray? Are you writing as a private person or on behalf of the company? When writing as the voice of the company, formality is almost always required. Otherwise, are you trying to be friendly and relaxed, or are you trying to be taken seriously? Use your common sense here.
  • Reason for the email.Finally, consider the reason for the email. Are you making a big request? do you apologize? Are you announcing something? Are you doing a presentation? All these things require some formality. Share a meme? Invite a friend to lunch? Continue a slow email thread? Formality is not so important here.

If you're not sure whether the situation calls for a formal email or not, go for the formality. It's better to write a formal email and not need it than to be too casual when a formal email is warranted.

What makes an email "typical"?

Good. So sometimes we need official emails.

But what does "official" mean?

The boring definition is that "official" implies professionalism.

Professionalism is conveyed through the following elements of your email:


Formal emails tend to be somewhat rigid in structure. They follow all these unspoken email rules and look good walking away. They are easy to read and follow. They don't last long. And of course they use standardsgreetings by email,cierresand other structural elements.


The tone of the email conveys an attitude, and that attitude can range from formal to informal. Subtle differences in your presentation can completely change the tone and thus the formality of your message. Think, "I'm happy with your performance" versus "Son, that was your money, man."


The words you choose can also affect the formality of your message. Eliminating contractions, profanity, and slang can make your email more formal almost instantly. Choosing longer words may not make your email more received (especially if you use them incorrectly), but a deliberate and specific choice of words can take your message to the next level.

Details from an official email

You can discover the formality of an email in many different elements of the email.

We will see:

1. The subject line.

It all starts with the subject line. Here's a simple tip to make an email official: Don't leave the subject line blank. Also, don't try to play a joke or experiment with some innovative subject line formula. Instead of,just stick with what works. Keep it simple, concise and to the point. If your email is about Q4 earnings, use a variation of "Q4 Earnings Report" as the subject line. Don't add more than necessary and make it clear what the message will be.

2. The greeting.

Next, think about the greeting. It's best to use a person's title here, especially if you don't know the person. "Dear Mr. Gates" works much better than "Hey, Bill!" to convey an official tone. There are many possible greeting words and phrases to consider here, such as "Dear," "Hello," or "Attention," so don't worry too much about them. Instead, make sure you're not being too friendly or funny.

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3. The body.

Everything comes together in the body of the message. Try to keep your writing concise and limit the email to just a few sentences whenever possible. If you have a lot of information to summarize, use a structured form such as bullet points or a numbered list to keep things organized. You can use proofing tools likegrammaticallyHeEssay writing serviceto make sure the body is perfect.

4. The closure.

Use a sentence or two at the end of your email to summarize and/or let your audience know what's coming next. A quick statement like "Let me know" or "I look forward to speaking with you in person" can close things off with a nice, formal bow. Again, do not be superfluous here. keep it short.

5. At the company.

Finally, you must place your signature. if you haveI've already made the perfect signatureyou don't have to worry about that. Otherwise, use a simple closing message such as "Sincerely" or "Sincerely" and include your full name.

Writing a formal email: 5 more tips

I also have other tips for writing a formal email.

They didn't fit the descriptions above, so here goes:

1. Check your shipping information.

Before you hit send, no, before you even compose your message, take a moment to review your shipping information. What email address do your recipients see? Make sure you're not accidentally sending from the "blazeit420@hotmail.com" email address, and make sure you have a name or photo associated with your account that looks and sounds professional. You don't want something like that to ruin all your work, do you?

2. Pick a theme and stick with it.

In a simple email, it's fine to wander. It's okay to wander a bit. It's fine to cover a few different topics at once. But in a formal setting, each email should only have one subject. Choose the theme for this post and stick to that theme as you write it. If you think of something else you want to say, or are reminded of another message to include, consider writing a separate message for him.

3. Select the correct font.

Formal emails are not the time to mess around with experimental font options. Most likely, the default font on your email platform will be fine. Something like Calibri or Times New Roman will work just fine. Please double check before clicking submit and make sure your text is legible.

4. Mind your structure.

When creating the body of your post, consider how you structure your main content. Do you write in short, direct sentences? Do you split up your sentences and paragraphs to ensure readability? Do you use the power of bulleted, numbered, bold, italic, and more to make things even clearer?

5. Right.

Really and truly. I'm not joking. A single typo, if serious enough, can ruin the tone of your entire email. Correct your work for grammatical, syntactic and especially spelling errors. Double check the spelling of your recipient's name. Then have it repaired by someone else just to be on the safe side.

Formal email examples

Enough talking. Let's see these tips in action!

1. Dealing with a customer problem

Subject: We apologize for your recent request

Dear Mr Blankenship,

I am very sorry to hear about the delay in your order and I sympathize with your frustration. I'm now following with our team to see if there's a way to speed up the process. I am also working hard to make sure this situation never happens again.

In the meantime, I stand ready to offer you a partial refund on your order and a 15 percent discount on your next purchase from us.

My apologies and let me know if there's anything else I can do for you.


[Your name]

2. Announcement to the group

Topic: Q3 Revenue: We Did It!

Good evening everyone,

I am pleased to announce that we have reached our quarterly goal of $500,000 in sales. Congratulations are in order.

I am impressed with the extra work you all put in to make this happen. Each of you will receive a bonus in proportion to the turnover you have achieved. we are currently discussing the details.

We hope to hear from us soon and keep it up!


[Your name]

3. Continue with perspective

Subject: Surveillance

Good morning Ms. Reed,

We met a few weeks ago at the Young Entrepreneurs meeting and I wanted to stay with you. You have expressed an interest in a demo of our product, which can help you work 25 percent more efficiently.

Are you free this Wednesday for a 30 minute interview? Inform me!


[Your name]

Interested in mastering the art of professional email? See our guide tohow to write a professional email.

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Writing a formal email (and 3 examples) (1)

Jayson DeMers

Jayson is a long-time columnist for Forbes, Entrepreneur, BusinessInsider, Inc.com, and several other major media publications, where he has written over 1,000 articles on technology, marketing, and entrepreneurship since 2012. He topped MarketingProfs University 2013 and won the 2015 "Entrepreneur Blogger of the Year" award from the Oxford Center for Entrepreneurs. In 2010, he founded a marketing agency based on the Inc. 5000 before selling it in January 2019, and is now the CEO of EmailAnalytics.


How do you write a formal email and example? ›

Formal email template

Email subject: [short but clear summary of the topic and your main message.] [Use the first paragraph to introduce yourself and explain the purpose of your email.] [Use the main paragraph to go into detail about why you're emailing the person and supply any necessary details the recipient needs.

What are 3 tips to writing a proper email? ›

5 Tips for Writing Professional Emails
  1. Step 1: Identify what you want your email to convey. Before crafting your message, ask yourself: What outcome do I hope this email brings? ...
  2. Step 2: Edit your recipient list. ...
  3. Step 3: Tailor your subject line. ...
  4. Step 4: Craft your message. ...
  5. Step 5: Specify timelines.
Aug 10, 2022

What are the 3 parts to writing a professional email? ›

They are the subject, body, and finally the signature.
  • Subject. Your subject should include a brief explanation of the email as a whole, and what they might want to click on. ...
  • Body. This section of the professional email is the part that is sure to leave an imprint on your boss. ...
  • Signature.
Jul 4, 2015

What is email writing examples? ›

Informal Email Writing Format Samples

I was glad to see your name on the merit list. All your efforts were definitely not in vain. I bet everyone at home is so proud of you. You have truly honoured the family name, and I am happy that you would get to take up the course in architecture that you had been waiting for.

What are examples of e mail? ›

Online e-mail

Examples include Hotmail (now Outlook.com), Gmail, and Yahoo Mail. Many online e-mail services, including the ones we mentioned, are free or have a free account option.

What 3 elements does every email need? ›

Key Takeaways. To create a successful email message, pay attention to the key elements in the content. The email message envelope consists of three items: sender, subject line, and preheader. All three items are visible in the inbox of the user's email application.

What 4 elements makes up a good email? ›

4 Elements of Effective Emails
Jan 19, 2021

What is the 3 sentence rule concise email? ›

What do you think it is? If you guessed “limit yourself to three sentences for every email you send,” you're correct! The three sentence rule is simply a self-imposed limit of three sentences in any given email you choose to write.

What is a sample for starting formal email? ›

Some examples of suitable formal email opening lines include: I am writing to request some information from your company. I am contacting you to invite you to my event. I appreciate your interest in our company.

What is the standard email format example? ›

If you're writing from a personal email, your address should look like that: firstname.lastname@example.com. If you're emailing on behalf of a company, use your corporate email.

How do you write a simple professional email? ›

8 tips for writing a professional email
  1. 1 Include the topic in the subject line. The first thing your recipient sees in their inbox is your email's subject line. ...
  2. 2 Address the recipient properly. ...
  3. 3 Keep it focused. ...
  4. 4 Include your signature. ...
  5. 5 Proofread. ...
  6. 6 Avoid a casual tone. ...
  7. 7 Watch your words. ...
  8. 8 Make your directions clear.
Jun 14, 2023


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