Writing an email, especially a formal one, can be intimidating at times when you want to secure a reply. And if you are someone like me, it is daunting. 

Oftentimes, I’m torn between the tone: what is a formal tone, and how different is it from casual? It should not sound too casual like you are talking to your college pals, nor should it look like a stolen piece of 80s literature.

So where does the line lie?

This is the balance most of the candidates fail to comprehend. Think of it like this: You are dressing up for a formal interview, what are you wearing? A suit, perhaps a comfortable one, but never those home trousers or your wedding dress. 

In this guide, we are going to teach the written version of this situation with templates and examples based on real-life situations.

Formal vs. Informal Email writing

I’ll tell you what worked for me – to differentiate it from what you write on a daily basis. 

Informal emails are usually packed with a slightly emotional tone. Suppose you are emailing a friend for a quick check-up on each other’s lives, it should be cordial, using words and format that can only be possible when there is a personal connection. This format is discouraged in professional settings, and formal emails are hence introduced. For example:

“Dear Sophia,

I’m delighted to hear that you’re going to your dream college (literally on the verge of tears)! Tell me when I can find you for a quick coffee this week? I can’t wait to take you out to that adventure park that you were talking about before you leave this city. 

If you think I’m still crying, I’m not. Maybe a little.

Yours truly,

Hannah.”

But if you are emailing a colleague for a quick chat, I can let a few lighthearted conversations slide.

“Hi Sophie, 

Wanna grab lunch at 2 pm?

Waiting,

Harry.”

The case is entirely different when it comes to formal writing.

Formal email writing, as the name suggests, usually involves interactions between businesses and buyers. If I say it in simple terms, whenever there is work, academics, or anything that doesn’t have a personal connection requires communication, we use formal emails. It is much sensitive than informal ones, as one slight mistake could wreck a wonderful work opportunity or could be the reason for future miscommunications.  

To put an example:

“Subject: [Short and precise subject of the email]

Dear [Receiver’s Name],

Hope this email finds you well. I am writing to [state your purpose briefly].

[Detailed yet precise description of the matter, including if any decision is to be taken, or any meeting or schedule of any kind has to be made.]

I would be glad if you could form a response on this matter as soon as possible. Don’t hesitate to reach out if you are confused about anything in this email.

Thank you for your time and patience.

Regards,

[Your Name]

[Your Designation]

[Your Company]

[Your contact number]”


Now that’s just the basics of it. In this guide, we are going to dig deeper into the structure of formal email writing, how to use it in various scenarios, and learn about the ways to make it more professional-looking. 

About the Basics of Formal Emails

Before anything, you must know about the skeleton of the email body – It’s extremely important to. So, when you see a proper formal email, what do you notice?

Let it sum up the formal email format for you.

  • Email address [Sender]

  • The Subject line (Short and Precious)

  • Opening of the email

  • Body of the email

  • Ending lines

  • Sign off

  • Signature 

Sounds familiar? Well, let's break it down one by one and analyze how we can make it better.

A good email address takes you anywhere

Perhaps the most ignored part of a formal email from the perspective of a sender, yet the most crucial in the eyes of the receiver.

Imagine you work for a company – let’s name it ‘Goodwear Company’. If you were to email a potential buyer, which one of the following email addresses would you choose?


This should not be a tough choice – the first one will win a landslide victory. Why?

This shows that the company cares about their professionalism enough to have emailed with a professional email. Anyone can create an email address with their name, including a company’s name. But a work email requires verification from the company itself. 

So, no, you are not a scammer, but a genuine businessman in their eyes now.

The Killer Subject Line

If you are familiar with cold emails, you already know a subject line could be the deal maker or the deal breaker of your potential deals. The subject line should be something that sparks their interest enough for the person to at least notice it. And if we are aiming high, then we should consider higher opening rates too. 

The question still stands, how are we gonna do that?

When writing subject lines:

  • Be interesting, and intentional

  • Be direct and specific

  • Don’t copy generic lines from the internet

  • Do not try click bait that has nothing to do with your business

If you are still unsure on what to do, we have a complete guide on how to write killer subject lines to help you get ahead in the game. 

Email Opening

In the previous section, you learnt how to make your prospects open your cold emails. But another question still stands – how to keep them hooked?

From a receiver’s point of view, there are hundreds of prospect seekers reaching out to them in just one day. Making yourself standout in that crowd is what you need to do. Even if the receiver opened your email, it is extremely important to make them keep reading. 

But we got limited time to do that/ So what exactly do we do?

  • Addressing them respectfully is important. While some companies may appreciate the culture of informality to improve work environment, it is safe to be on the safer side. Address them by their name. For example: Dear [X], and not Hi [X].

  • Give them their due credits. Mention if you have heard their name from somewhere, through achievements or from similar interest with acquintances. 

  • Do not try to clickbait and match your message with your subject line. State your specific message and purpose in 2-3 lines to avoid wasting time. You can elaborate them later on, in the body.

Email body

It is the part after the subject line, where you get to convey your main message. Although it might create the illusion that you have enough time to express all you want – here’s where the mistakes lie – you don’t. 

I like to think that there are some unwritten rules for this. These worked for me:

  • Be precise and only include details that are necessary right now

  • If you find it find to tell something, show them through links and videos. For example, don’t just tell how good your company is, but show them receipts and proof with links and images.

  • Use affirmative and approachable adjectives.

  • If you still struggle with the length, break the longer lines into smaller ones. 

Convey all your requests, questions or anything that you want to highlight here. 

Email sign-off and signature

After you are done saying all you want to, it is time to end the message on a good note. Since we are writing formal emails, it is good to always end it with a formal approach. For example, writing ‘Best Regards’ instead of ‘Yours truly’. 

If the email body was long, you can summarize your text here in the sign-off section. You can also add email signature/footer at the end but remember that this part is optional but gets you ahead of the game.

Formal Email Templates that you should know

Formal emails could be many types but we’ll go with the official email. Let’s see some official email examples here. 

Template No.1:

Subject: Request for [Details]


Dear Sir/Ma’am,

Hope you are doing well. I am writing to you to request information about [Write Your Interested Field] for the internship position available at your company. [Add additional information if you know something, ask questions if you need to].


I would be glad if you could share those information with me.

Best regards,

[Your Name]

Template No.2:

Subject: Request for [Meeting]


Dear [Receiver’s Name],

I would like to schedule a meeting to discuss about [Insert Your Topic]. Please let me know you are available on [Insert time and date of the meeting]. If not, kindly let me know your convenient time.


Best regards,

[Your Name]

Template No.3:

Subject: Letter of appreciate

Dear [Receiver’s Name],

I would like to formally bring up the hardwork and effort you have invested in this project to take it where it is now. Me, and the team has seen and appreciate your contribution in this journey. On behalf of the teams, I would like to thank you and wish you all the very best for the next projects.


We are grateful to have you on board and wish to see you work like this in your next steps.

Best regards,

[Your Name]

[Your Designation]


And that’s pretty much it!