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9 Examples – How to Write a Formal Email (and Formatting Tips)

Part 1Formal Email Format

Subject Line

Subject line should clearly convey the purpose of your email, allowing recipients to prioritize and understand the content: keep the subject line short, specific, and free from unnecessary words.

Greeting

The greeting sets the tone for your email and should be professional and respectful. Use appropriate honorifics such as “Mr.” or “Ms.” followed by the recipient’s last name. If you don’t know their name, use a general phrase like “Dear Hiring Manager” or “Dear Team.” Related: Best Email Greetings To Use at Work

Email Body

The body of your formal email should be clear, concise, and structured. Start with a brief introduction to establish the purpose of the email. Then, provide necessary details or information in a logical order. Try to break up the content with short paragraphs, bullet points, and bold text where needed.

Sign-off

To close your email with an appropriate sign-off, use phrases like “Sincerely,” “Best regards,” or “Kind regards”. After your sign-off, include your name and any relevant contact details, ensuring the recipient knows how to reach you.

Final Touches

Double-check the email address you’re sending to, ensuring it reaches the correct person. Proofread your email for grammar, punctuation, and spelling errors. Finally, don’t forget to attach any relevant files and include a professional email signature to further establish your personal brand.

Related: How to End an Email Professionally (Examples)

Part 2Opening and Closing Lines

When crafting a formal email, the opening and closing lines are crucial in setting the tone and leaving a lasting impression. Here’s how you can ensure your email opening and ending are effective and professional.

Opening Line: Your opening line should be a polite greeting that addresses the recipient respectfully. Use their title and last name, such as “Dear Mr. Smith” or “Hello Dr. Johnson.” If you’re unsure of their title or addressing a group, use a general greeting like “Dear Team” or “Hello All.”

When making first contact, it’s essential to introduce yourself and the purpose of your email briefly. For instance, “My name is Jane Doe, and I’m writing to inquire about the upcoming conference.”

Closing Line: As you wrap up your email, your closing line should be a courteous and professional sign-off. Some common options include “Best regards,” “Sincerely,” or “Kind regards.” Keep in mind the level of formality you’ve used throughout the email and maintain consistency in your sign-off.

Before your email sign off, it’s a good idea to express gratitude or show appreciation for the recipient’s time. For example, “Thank you for considering my application” or “I appreciate your assistance in this matter.”

Part 3Sample Template for a Formal Email

Example 1

Subject Line: [Clearly state the email’s purpose]

Dear [Recipient’s name],

[Introduce yourself and provide context for the email]

[Main body: Present your main points, details, or required actions]

[Closing sentence: Summarize, thank the recipient, and mention any next steps or follow-ups]

Best regards / Sincerely / Kind regards,

[Your full name]
[Your contact information]

Part 4Formal Email Example: Inquiry or Request

When it comes to formal requests, stay professional and considerate. Guide yourself with the following steps:

  1. Provide context for your request in the email’s opening sentences. Briefly explain your purpose and connection with the recipient.
  2. Be specific and concise when outlining your request. Ambiguous language can lead to misunderstandings or delays.
  3. Offer multiple ways to satisfy the request, if possible. This can make it more appealing and accommodating for the recipient.
  4. Thank them for their time and attention, and express your eagerness to hear back from them.
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Example 2

Subject: Inquiry Regarding [Topic]

Dear [Recipient’s Name],

My name is [Your Name], and I am writing to request information regarding [briefly describe the topic or information you are seeking]. I understand that your expertise in this area is highly regarded, and I am eager to learn more.

Could you please provide me with any relevant documents, reports, or data that would help me gain a better understanding of [topic]? If there are any upcoming events or resources related to this, I would greatly appreciate the information.

If it’s convenient for you, I would also welcome the opportunity for a brief discussion to further clarify my inquiries.

Thank you for your time and assistance. I look forward to your response and the possibility of learning from your expertise.

Best regards,
[Your Name]

Example 3

Subject: Inquiry Regarding […]

Dear [Recipient’s name],

I hope this message finds you well. I am writing to inquire about [product/service] that your company offers. I would like to know more information, such as pricing, availability, and options for customization.

Kindly provide me with the necessary details at your earliest convenience. If you have any supporting documents or brochures, please attach them to your response.

Thank you for your time and assistance. I look forward to hearing from you soon.

Sincerely, [Your name] [Your contact information]

Part 5Formal Email Example: Meeting Request

Example 4

Subject: Meeting Request: [Meeting Topic] on [Date and Time]

Dear [Recipient’s name],

I hope this email finds you well. I would like to request a meeting with you to discuss [meeting topic]. I believe your input and expertise will be valuable for our project’s progress.

The proposed date and time for the meeting are [date and time]. If this is not convenient for you, please suggest an alternative time that works best for your schedule.

Thank you for considering my request, and I hope to meet with you soon.

Best regards, [Your name] [Your contact information]

Example 5

Subject: Request for Meeting on [Date] – [Meeting Purpose]

Dear [Recipient’s Name],

I am writing to request a meeting with you to discuss [briefly outline the purpose or agenda of the meeting]. Given your expertise in this area and its relevance to [mention any relevant project or issue], I believe your insights would be invaluable.

I propose [offer a few date and time options] for the meeting, but I am also open to your preferred schedule. Additionally, I can meet in person at your office or via a video conference, whichever is more convenient for you.

Please let me know your availability or any specific requirements for the meeting. Your time and input are greatly appreciated, and I look forward to a productive discussion.

Thank you for considering my request, and I anticipate your response.

Warm regards,
[Your Name]

Part 6Formal Complaint Example

Example 6

Subject: Formal Complaint Regarding [Issue]

Dear [Recipient’s name],

I hope this email finds you well. I am writing to express my dissatisfaction with [issue related to product/service]. I have encountered [specific problem] and have already attempted to resolve this through [mention any previous communication or steps taken].

Unfortunately, the issue persists, and I am now seeking your intervention to find a resolution. I believe it is in the best interest of both parties to rectify the situation promptly.

I appreciate your attention to this matter and look forward to your prompt response. If you require any further details, please do not hesitate to contact me.

Sincerely, [Your name] [Your contact information]

Part 7Formal Email Follow-Up Example

Example 7

Hi [Name],

I hope you are doing well. I wanted to follow up on my email from [Date] regarding [Subject]. I understand you may be busy, but I would appreciate any update or feedback you may have.

Best regards, [Your Name]

(Timing is crucial for follow-ups, so avoid sending them too frequently or too soon after the initial email.)

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Part 8Terminating Connections Professionally

If you need to terminate a professional relationship or communication, do it with grace and respect. Clearly state your reasons without being confrontational and thank the person for their time. For example:

Example 8

Dear [Name],

After careful consideration, I have decided to [reason for termination]. I want to thank you for your efforts and the time we have shared. I wish you all the best in your future endeavors.

Sincerely, [Your Name]

Part 9Formal Email Example: Job Application

Example 9

Subject: Application for [Job Title] Position

Dear [Recipient’s Name],

I hope this email finds you well. My name is [Your Name], and I am writing to express my strong interest in the [Job Title] position at [Company Name]. As a [briefly mention your relevant experience or skills], I believe I can contribute significantly to your team.

I kindly request the opportunity to discuss this position further and explore how my qualifications align with your organization’s needs. I have attached my resume and would be grateful if you could review it at your convenience.

If you require any additional information or have any questions, please do not hesitate to contact me at [Your Email Address] or [Your Phone Number]. I am flexible and available for an interview at your convenience.

Thank you for considering my application. I look forward to the possibility of working with [Company Name] and contributing to its continued success.

Sincerely,
[Your Name]

More templates: Job Application Email: Templates, Examples

Related: Get More Interviews: Follow Up on Job Applications (Templates)

Part 10Formal Email Writing Tone and Language

When crafting your formal email, it’s essential to consider your audience and write with a confident, knowledgeable, and neutral tone. This will help you convey your message professionally and establish credibility with your recipients.

To achieve a clear and succinct tone, use simple and direct language, avoiding complex or ambiguous words. Keep your sentences short and concise, focusing on the purpose of your email. This will make it easier for the reader to understand and digest the information you’re presenting.

  1. Know your audience: Before starting, make sure you know who you are writing to and what level of expertise they have. This will help you tailor your language accordingly.
  2. Be confident: Confidence in your writing translates into credibility for your message. Use strong, clear words to communicate your purpose.
  3. Stay knowledgeable: Be well-informed about the topic you are discussing. This will enable you to provide accurate and useful information to your recipient, ensuring a productive conversation.
  4. Maintain a neutral tone: Avoid using emotional or biased language, as it may seem unprofessional. Stick to the facts and present your information objectively.
  5. Be clear and direct: Write in simple, easy-to-understand terms. Don’t use jargon or complex words that can obscure your message.
  6. Keep it succinct: Focus on the main points and keep your email brief. Don’t include unnecessary details that can make your email harder to read and comprehend.
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Frequently Asked Questions

What are the key components of a formal email?

A formal email usually has the following elements:

  1. Subject Line: Keep it clear and concise, making sure it reflects the purpose of the email.
  2. Salutation: Address the recipient with a proper greeting, such as “Dear Mr. Brown” or “Dear Dr. Smith.”
  3. Introduction: Briefly introduce yourself and the purpose of your email.
  4. Main Body: Present your main points, supporting information, and any required actions in an organized manner.
  5. Closing: Summarize the email and thank the recipient for their time. Also, mention any next steps or follow-ups.
  6. Sign-off: End with a professional closing, like “Sincerely” or “Kind regards,” followed by your name and contact information.

How do you choose appropriate greetings and closings for a formal email?

To select the right greeting, consider the recipient’s formal title, their relationship to you, and the purpose of the email. If you have a closer relationship with the recipient, you may use their first name. For more formal interactions, use their title and last name (e.g., “Dear Ms. Green”). In case you don’t know the recipient’s name, opt for “To whom it may concern.”

For closings, common options include “Sincerely,” “Best regards,” and “Kind regards.” Choose one that suits the professional tone of your email.

What are some common mistakes to avoid when writing a formal email?

To ensure the effectiveness of your formal email, avoid these common errors:

  1. Lack of clarity in the subject line.
  2. Using casual language, slang, or abbreviations.
  3. Overuse of exclamation marks or emoticons.
  4. Excessively long paragraphs or unnecessary information.
  5. Poor grammar, spelling, or formatting.
  6. Forgetting to attach important files or provide required information.

How can you make a formal email concise yet informative?

To keep your email brief and informative, follow these tips:

  1. State the primary purpose or request upfront.
  2. Break down your points into shorter, focused paragraphs.
  3. Use clear and precise language.
  4. Highlight important information or key actions using bullet points or bold text.
  5. Stay on topic and avoid any unnecessary details or tangents.

Are there any specific tips for writing a formal email for a job application?

  1. Use an appropriate subject line, such as “Application for [Job title] – [Your name].”
  2. Address the email to the hiring manager or recruiter by name, if possible.
  3. Begin by mentioning the job title you are applying for and where you found the job posting.
  4. Briefly highlight your qualifications, experiences, and relevant skills.
  5. Express enthusiasm for the opportunity while maintaining a professional tone.
  6. Conclude by thanking the recipient and mentioning any attached documents (such as a resume or cover letter). Templates: Job Application Email: Templates, Examples