A formal email is a professional message sent electronically to convey important information, requests, or updates. It typically adheres to a specific structure and tone, which helps maintain a sense of professionalism and respect between the sender and recipient.
The following article will discuss the art of crafting professional emails that get the work done, mainly in business settings. We will explain the importance of formal emails, and the context of when they are sent, expand on the format of an email, and provide key tips to ensure that your emails are clear, concise, polite, and effective.
A formal email is a communication method used for professional or official purposes, characterized by a respectful and professional tone. It adheres to established conventions and etiquette, ensuring clear and effective communication in various professional settings.
There are multiple reasons why formal emails are important. However, we would like to focus on the following ones:
Formal emails are usually sent in professional circumstances, such as the following:
A formal email is structured similarly to a proper formal letter, with the same salutations and sign-off.
When drafting a formal email format, there are several elements to consider:
In the next section, we will go through each one of them and explain its benefits and examples you can use at any moment.
Writing a formal email requires attention to detail and adherence to professional standards. Here are the main aspects to take into consideration, and elements to include in your email.
The subject line should be a brief and clear summary of the purpose or topic of the email. It should capture the recipient's attention and give them an idea of the email before opening it.
Here are some examples:
Subject line tips:
The salutation represents the formal greeting at the beginning of the email. It should be addressed to the recipient by name and title, if possible.
Here are some examples:
If you don't know the recipient's name, you can use the following formal email greetings:
Salutation tips:
Tip: Find additonal greetings on how to start your email.
The introduction should be a brief opening line, sentence or paragraph that sets the tone for the rest of the email and explains the reason for writing.
Here are some examples:
Introduction tips:
The body of the email should be well-organized and clearly written, with each paragraph addressing a specific point or topic. It should be concise, polite, and professional in tone.
Here are some examples:
Formal email body tips:
The conclusion should summarize the main point or purpose of the email and provide any necessary follow-up actions or requests.
Here are some examples:
Tips regarding the conclusion part of a formal email:
Use a respectful sign-off followed by your name and contact information. The closing should be a formal, polite ending to the email.
For example, you can use these formal email endings:
Here are some tips:
Your full name, title, and contact details, including your phone number and email address, should all be included in the signature.
Here are some examples of signatures:
John Doe
Marketing Manager
ABC Company
123-456-7890
jdoe@company.com
Dr. Jane Lewis
Associate Professor of Chemistry
XYZ University
987-654-3210
jlee@university.edu
Maria Francisco
Founder and CEO
Marketing Solutions, LLC
555-555-5555
mfrancisco@startup.com
Discover 15 addition email signature examples.
Signature tips:
Overall, a formal email should be well-structured and professional in tone, with each element contributing to the overall effectiveness of the message. By following these guidelines and including specific examples, you can create a formal email that is clear, concise, and effective in achieving your goals.
In the lines below, you will find 10 examples of formal emails you can use free of charge. Don't forget to update according to your needs, with the proper names and dates, and once you have edited the sample according to your requirement, you're ready to send your email like a pro.
Dear Mr. Smith,
I hope this email finds you well. I am writing to request information regarding the XYZ project, specifically regarding the projected timeline and budget. Our team requires this information for our upcoming quarterly planning meeting.
Could you please provide the requested information by Friday, May 26? Your assistance in this matter is greatly appreciated.
Thank you for your attention to this request. Please don't hesitate to get in touch with me if you need any clarification or if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Email Address]
[Your Phone Number]
__
Tip: We provide 23 examples of business emails to help you with every situation.
Dear Ms. Johnson,
I hope this message finds you well. I am inviting you to a project update meeting for the ABC initiative. This meeting aims to discuss our progress, address any challenges, and plan for the upcoming quarter.
Details of the meeting are as follows:
Please respond to this email to confirm your attendance before Tuesday, May 30. If you cannot attend, kindly inform me so we can arrange a separate briefing for you.
We look forward to your valuable input and collaboration.
Best regards,
[Your Name]
[Your Title]
[Your Email Address]
[Your Phone Number]
__
Related: Find out other examples if invitation letters.
Dear Customer Support,
I hope this email finds you well. I am writing to express my concerns regarding the quality of the products I received in my recent order, #12345, placed on May 10, 2024.
Upon opening the package, I noticed several damaged or defective items. Specifically, the following issues were observed:
1. Product A: Broken packaging, rendering the product unusable.
2. Product B: Missing components, making assembly impossible.
As a loyal customer, I am disappointed with this experience and would like to request a replacement for the damaged items. Please advise on the appropriate steps to facilitate the exchange.
Thank you for taking the time to read this. I look forward to a prompt resolution.
Sincerely,
[Your Name]
[Your Address]
[Your Email Address]
[Your Phone Number]
Subject: Request for [What you're requesting]
Dear [Recipient's Name],
I hope this message finds you well. I am requesting your assistance with [briefly explain what you're requesting].
[Provide a detailed explanation of the request. Explain why you're making this request, how it will benefit you, and any potential impact it may have on the recipient or the organization. If applicable, provide a timeline or deadline for the request.]
I understand you have many responsibilities, and I appreciate your consideration of my request. If you need any additional information or have any questions, please don't hesitate to ask.
Thank you in advance for your time and assistance. I look forward to hearing from you soon.
Best regards,
[Your Name]
[Your Position]
[Your Contact Details]
__
Related: Find out 12 additional request email samples.
Subject: Thank You for the Opportunity - [Your Name]
Dear [Interviewer's Name],
I hope this message finds you well. I'd like to take a moment to convey my heartfelt appreciation for the opportunity to interview for the [Job Title] position at [Company Name] on [Date of Interview].
Our conversation gave me a deeper understanding of the role and the values that [Company Name] upholds. I was particularly impressed by [mention a specific aspect of the company or role that you found appealing or exciting].
I am confident that my talents and experiences are a good match for the role's needs, and I could make a valuable contribution to your team. I am excited about the possibility of bringing my [mention specific skills, experiences, or qualities] to [Company Name].
Please feel free to contact me if you need any additional information or have any further questions. I look forward to the possibility of working with you and the [Company Name] team.
Thank you once again for considering my application and for the insightful conversation.
Best regards,
[Your Name]
[Your Contact Details]
__
Related: Find out other examples on how to write thank you emails after interview.
Subject: [Project Name] status update
Dear [Recipient's Name],
I hope this message finds you well. I am writing to provide an update on the status of Project [Project Name].
[Provide a brief overview of the project's current status, milestones achieved, and challenges encountered.]
[Provide more detailed information about each aspect of the project, if necessary.]
Looking ahead, [describe the next steps or tasks for the project.]
Thank you for your continued support and involvement in this project. Please feel free to reach out if you have any questions or need further information.
Best regards,
[Your Name]
[Your Position]
[Your Contact Details]
Subject: Invitation to [meeting topic] on [date]
Dear [Recipient's Name],
I am writing to invite you to a [Meeting Topic] meeting to be held on [Date] at [Time] in [Location/Platform].
The agenda for the meeting will include:
Your input and expertise would be greatly appreciated. Please let me know by [Date] if you can attend.
Thank you for your time and consideration.
Best regards,
[Your Name]
[Your Position]
[Your Contact Details]
__
Info: Discover 10 additional invitation email samples.
Subject: Promotion announcement - [Employee's Name]
Dear Team,
I am pleased to announce that [Employee's Name] has been promoted to the position of [New Position].
[Employee's Name] has consistently demonstrated [specific skills, qualities, or achievements that led to the promotion]. We are confident that [he/she/they] will bring the same dedication and enthusiasm to [his/her/their] new role.
Please join me in congratulating [Employee's Name] on [his/her/their] well-deserved promotion.
Best regards,
[Your Name]
[Your Position]
Subject: Your Feedback Matters - Employee Satisfaction Survey
Dear [Employee's Name],
We are conducting an Employee Satisfaction Survey to better understand your experiences at [Company Name] and identify areas where we can improve.
Your feedback is extremely valuable to us. Please take a few minutes to complete the survey at [Survey Link].
The survey will be open until [End Date]. Your responses will be completely anonymous and will be used solely to improve our workplace.
Thank you for your time and input.
Best regards,
[Your Name]
[Your Position]
[Your Contact Details]
Subject: Upcoming Performance Review
Dear [Employee's Name],
This is a reminder that your performance review is scheduled for [Date] at [Time].
The review will cover your performance over the past [time period], including your achievements, areas for improvement, and goals for the future.
Please take some time to reflect on your performance and prepare any questions or comments you may have.
Thank you for your hard work and dedication to [Company Name]. We look forward to discussing your progress and future growth.
Best regards,
[Your Name]
[Your Position]
[Your Contact Details]
__
Learn more: The ten steps for excellent performance reviews.
Here's a professional template for a formal email to support your business communication.
Subject: [Short and concise summary of the email]
Dear [Recipient's Name],
I hope this email finds you well. [Opening greeting sets a polite and respectful tone.]
[Opening paragraph: Mention the aim of your email in a polite way. Provide a brief introduction or context if necessary.]
[Body paragraphs: Elaborate on the main points, providing relevant details, supporting information, or requests. Keep each paragraph focused and well-structured.]
[Closing paragraph: Summarize the key points discussed and express any necessary follow-up actions or requests. Offer appreciation or thanks if applicable.]
[Closing salutation: Use a formal closing, such as "Sincerely," "Best regards," or "Yours faithfully," followed by your full name.]
[Your Name]
[Your Position or Affiliation]
The key to writing a successful formal email is to maintain a professional tone and adhere to standard conventions of format and style, however there is more to it:
1. Include the call to action in your subject line, i.e., 3 minutes Job satisfaction survey | Josh to agree | Recruiting budget for Q4
2. Discuss one topic per email thread
3. Adjust recipients. Don't add more people in cc if not needed.
4. In the introduction, add the main point
5. When an email is not clearly formatted, reply with a 3-bullet summary to ask if this is what the sender expects.
6. Add clickable hyperlinks to shared documents, webpages, or other sites you refer to.
7. Change the undo email settings to 30 seconds. Mistakes happen, so it wouldn't be nice to be able to unsend an email with a misspelled name, wrong date, or incorrect invoice.
8. Follow the KISS principle. KISS – Keep It Simple Stupid.
9. Proofread and edit your email mail before sending it. Check for errors in grammar, spelling, punctuation, etc
10. Use clear and polite language: Avoid jargon, slang, and colloquialisms.
Related: Email etiquette: The principles of professional emails.
While there are visible differences between formal and informal emails, the level of formality can vary depending on the context, relationship between the sender and recipient, and the purpose of the email. See below our favorite remarks. These differences serve as general guidelines, but there can be variations based on individual preferences and specific situations.
Formal email | Informal email |
| Tone Professional and respectful tone | Casual and conversational |
| Context Used in professional/business context | Used in communication with coworkers and friends |
| Language and vocabulary Employ formal language and vocabulary, avoiding slang, abbreviations, or colloquial expressions | Casual language, including slang and abbreviations if appropriate |
| Structure Structured format, including a concise introduction, body paragraphs, and a formal closing | Looser structure, resembling a conversation rather than a formal letter |
| Subject Line Have concise and specific subject lines that reflect the main purpose of the email. | More relaxed or creative subject lines that capture the overall tone of the email. |
| Greeting Dear Sir or Madam / Dear Mr./Ms. I’m writing in response to your advertisement. I’m writing to inform you… | Hello Robert Thanks for your letter. It was nice hearing from your side. I just wanted to let you know… |
| Closing Yours sincerely Yours faithfully | Cheers Yours truly |
| Use of Abbreviations Generally avoid using abbreviations or acronyms, preferring to spell out words in their entirety. | May incorporate commonly used abbreviations or acronyms, especially in casual conversations. |
| Politeness and Respect Maintain a higher level of politeness and formality, employing phrases such as "Please" and "Thank you." | Use less formal language and may skip such pleasantries. |
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