Formal Email

It might seem intimidating if you have to write an email to someone you don't know that well — but don't worry! Knowing the basics of formal email writing, you can craft a fantastic email that is sure to wow whoever reads it.

Fig. 1 - Time to write an email.

Formal Email: Format

The format of a formal email is similar to the format of an informal email, the main difference being that formal emails use more formal language and phrases. Like a regular email written to a friend, a formal email usually includes:

• A Subject Line
• A Formal Email Greeting
• Email Body Text
• A Formal Email Ending
• A Signature

By examining each of these components individually in the context of a formal email, it'll be much easy to craft the perfect message!

Formal Email: The Subject Line

A subject line is simply the title of your email. While this part of the email might seem very small, it is extremely important because it's the first thing the recipient sees when receiving an email. The more eye-catching your subject line is, the more likely the recipient will read your email and reply quicker.

The subject line should be clear, concise, and should tell the reader exactly what the email is about in just 5-8 words. For instance:

Each of these examples is short, to the point, and tells the recipient about the email. Always write the subject line in the designated box, as it is separate from the email body and it can be easy to forget!

Formal Email: Greeting

Writing a formal email greeting is important because it pays respect to the person you are emailing. Some formal email greetings include:

• Dear Mr./Mrs./Dr./Professor [Last name],
• Greetings,
• To whom it may concern:
• Hello [recipient's name],

It is important to choose an email greeting that matches the circumstance of your email. For example, if you were writing a formal email to your Aunt Joan, it would be appropriate to use the greeting "Hello Aunt Joan...". Conversely, if you were writing to a potential employer and inquiring about a job, you would use a more professional greeting, like "Dear Mr. Doe...".

Most often, your greeting will be followed with a comma. However, it is also appropriate to use a colon in very formal situations. As a rule, as long as the greeting is properly respectful, then it is acceptable.

The email body text is the main section of your email. This section is typically focused on one or two topics with the goal of stating and justifying whatever you may be writing about. As a rule, you should begin your email body text by explaining why you're writing the email.

It's important to state the purpose of your email clearly so the recipient can understand why you're emailing and more easily help you. Some ways to introduce your purpose may include:

• I am writing to enquire about...
• I am writing in reference to...

If you have never spoken to who you're emailing before, you should briefly introduce yourself before stating your purpose. An example of this might look like:

In this example, Jane introduces herself and explains why she is emailing him in clear, plain words.

Try to keep your email concise. Keep in mind that people want to read their emails quickly. Don't include extra details if they're not needed. For instance, if you were writing an email to an employer about a sick day, you may not need to go into all of the details about your sickness.

It is better to write "I am feeling very ill today and am unable to attend work" instead of "I am feeling very ill and have a high fever, stuffy nose, and chills, so I will not be able to attend work." Your primary goal is to convey your message. So get it done quickly!

Formal Email: Ending

A formal email's ending serves as a section to request a specific action, and show gratitude for the person you are emailing. Balancing your request with a polite sentence or phrase is often good. Some polite phrases you can use are:

• Thank you for your consideration and I look forward to hearing from you soon.
• If you have any questions or concerns, please do not hesitate to let me know.
• I look forward to speaking with you soon!
• Thank you for your feedback!

Like a formal email greeting, the way you write your formal email ending depends on the circumstance. For instance, in the example above, Jane Doe asks Mr. Scott if she could interview him for her Intro to Journalism class essay. Jane Doe probably has a specific due date for her essay and might need Mr. Scott's reply by a certain date so that she can complete it. In this case, she might end her formal email like this:

This is a great formal email ending because Jane Doe states her request, and expresses her gratitude for the time Mr. Scott might take out of his schedule to read and reply to her email.

Formal Email: Signature

Similar to a formal email greeting, choosing a proper formal email signature is important because it adds to the tone of respect in your message. Some polite formal email signatures include:

• Sincerely,
• Respectfully,
• Thanks again,
• Kind regards,
• Best regards,
• Best,
• Yours truly,

When signing your formal email, you should always start a new paragraph for your signature and an additional paragraph for your own name. It is best to sign your first and last name in formal emails. If you're writing on an organization's behalf, put their name below yours. Here is an example of correct signature formatting:

Formal Email: Helpful hints before sending your email

Congratulations! You're almost ready to send your email, but before you do, go through this checklist to make sure your email is perfect.

Fig. 3 - Send a great email from your phone

1. Proofread your email. Always check your spelling and grammar before sending!
2. Make sure you're sending the email from an appropriate address. You want your email address to be professional, typically in the format: firstname.lastname@xyz.com. You don't want to send a formal email from an address like "catlover982@xyz.com."
3. Double-check the recipient's email address, title, and name. After all this work, you don't want to send your message to the wrong person! You also don't want to spell their name incorrectly or address them by the wrong title (i.e., Dr. John Doe versus Mr. John Doe).
4. Use professional fonts! Stick to fonts like Arial or Times New Roman. When in doubt, just use the email platform's default font.
5. Don't forget to attach files! Whether you're sending your resume or a newspaper article, you don't want to forget to attach it to your email– especially if you mentioned it in your body text!
6. Add Cc or Bcc recipients! If you want your email to be sent to multiple people, don't forget about the Cc and Bcc email feature. Both the Cc and Bcc lines send a copy of your email to additional people. If you write a person's email address in the carbon copy line (Cc), the person's address is shown to all recipients of the email. If you write an email in the blind carbon copy line (Bcc), the person's email is hidden from all recipients of the email.

If you've checked your email, it's time to send!

Formal Email Examples

Here are some short formal email examples that you can use as inspiration for your own messages!

Fig. 4 - Example of a formal email inquiring about a job.

Fig. 5 - Example of a formal email sent to a professor.