Table of Contents
- What is a Formal Email
- What is the Difference Between Formal and Informal Email
- Formal Email Format
- How to Write a Formal Email
- Formal Email Template
- Formal Email Samples
- Formal Email Writing Tips
- Mistakes to Avoid When Writing a Formal Email
Writing a formal email is a skill every person needs because it is the backbone of professional communication.
- Employees use it to connect with clients and colleagues
- Students use it for applications
- Individuals use it for enquiries, bookings, or complaints
That’s why it is important to know the right formal email format. It helps keep your message respectful and easy to read.
In this guide, we will show you how to write a formal email from scratch. You will also find the correct formal email format with samples for different situations.
What is a Formal Email?
A formal email is a type of message written in a professional tone and structured format. It follows a clear pattern that makes communication suitable for professional settings. These emails are often used for official purposes such as –
- Job applications
- Client communication
- Academic requests
- Client or business communication
- Complaints and enquiries
- Official updates or announcements
Knowing how to write a formal email helps you create a strong impression and makes sure your message is taken seriously in any setting.
Common Types of Formal Emails
These are the most frequent situations where a professional and respectful email format is required.
No matter the type, following the right formal email format helps you send messages that get proper attention.
Read More: Email Writing
Formal Email Example
Here is an email example to give you an idea. This is how a formal email format looks in practice.
What is the Difference between Formal and Informal Email?
A formal email is used in official settings, while an informal email is more casual and personal. The key difference lies in three things – tone, structure, and purpose.
Formal Email Format
The formal email writing format follows a fixed structure. The outline may change slightly depending on the type of email, the overall format remains the same.
Here is a basic formal email format:
- Subject line
- Greeting/Salutation – Dear Mr./Ms. [Last Name]
- Introduction – Who you are and why you are writing
- Body – Main details written in short paragraphs
- Closing line – Thank the reader or add a call to action
- Sign-off – Regards, Sincerely, etc.
- Signature – Full name and contact information
Formal Email Format Example
Here is a simple formal email format example to help you understand how each part should be written and arranged.
How to Write a Formal Email?
Many people know the formal email format, but still struggle to make their emails clear and professional. Here is how to do it step by step.
- Think before you type
Before you start, ask yourself: Why am I writing this email? What action do I want from the reader? This saves you from writing long and confusing messages.
For example, if you are applying for leave, your email should focus on dates, reason, and backup plan – not your entire week’s routine.
2. Start with a clear subject line
The subject is the first thing a reader sees. It should be short and precise.
For example: “Leave Request for 12th March” or “Application for the Position of HR Executive.”
Avoid vague lines like “Hi” or “Important.” A proper subject line sets the tone for the entire formal email format.
3. Use the right formal email greeting
Formal email greetings are really important. You must address the recipient based on who they are. Use “Dear Mr. Sharma” or “Dear Madam” if you know the name.
If not, write “Dear Sir/Madam” or “To Whom It May Concern.” Avoid casual openings like “Hey” or “Hi there” when writing a formal email. A good greeting shows respect and sets the right start.
4. Introduce yourself if needed
If the recipient does not know you, begin with a short introduction. Mention your name, role, or purpose briefly.
Example: “My name is Ritu Sharma, a final-year MBA student at Delhi University.” This step is important in job applications, academic requests, and first-time client communication.
5. Get to the point quickly
The first two lines decide if the reader will continue. State your purpose clearly: “I am writing to request annual leave from 10th to 15th April.” Avoid long introductions. People rarely have time to scroll through paragraphs before reaching your main point.
6. Organize details logically in the email body
The body of a formal email should be direct and easy to read. Use short paragraphs instead of long blocks of text. State your purpose in the first few lines, then add details in the next.
If you are writing to apply for a job, highlight your skills and attach your resume. If it is a leave application, mention dates and reason clearly. The formal email writing format works best when your message is simple and structured.
7. Keep a polite closing line
A simple closing line like “Thank you for your time” or “I look forward to your response” works well. You must sign off with “Regards” or “Sincerely,” followed by your full name and contact information. This makes the email complete.
8. Proofread before sending
Even a single spelling mistake in a formal email can look careless. Read your email twice, check attachments, and confirm dates and names. It shows you value the recipient’s time.
Read More: How to Write a Professional Email
Formal Email Template
Use this template if you don’t want to write a formal email from scratch and need a quick structure for any professional purpose.
Subject: [Add a clear and specific subject line]
Dear [Recipient’s Name/Title],
My name is [Your Name], and I am [your role or reason for writing]. I am writing to [state the purpose of the email directly].
[Add supporting details in 2 to 3 short sentences. Keep the tone polite. If needed, mention dates, references, or attachments here.]
Thank you for your time and consideration. I look forward to your response.
Sincerely,
[Full Name]
[Job Title/College Name]
[Contact Information]
Formal Email Samples
Here are two formal email samples you can follow when writing your own. These examples will give you a clear idea of structure and tone.
Formal Email Sample 1
Subject: Request for Meeting to Discuss New Project Proposal
Dear Mr. Sharma,
I hope this email finds you well. My name is Rohan Mehta, and I am a project manager at XYZ Solutions, Gurgaon. I am writing to request a meeting to discuss our new project proposal, which I believe could be valuable for your team.
I would like to schedule a meeting to go over the project details, including timelines, cost estimates, and key deliverables. Would Friday, 18th April, at 11:00 AM be convenient for you? If not, please let me know your availability, and I will adjust accordingly.
Please find the preliminary proposal document attached for your review. I look forward to discussing this opportunity further.
Thank you for your time and consideration.
Best regards,
Rohan Mehta
Project Manager
XYZ Solutions, Gurgaon
Phone: +91 xxxxxxxx
Email: rohan.mehta@xyzsolutions.in
Formal Email Sample 2
Subject: Request for Annual Leave from 10th to 15th December
Dear Mr. Khanna,
I am writing to request annual leave from 10th December to 15th December 2025 as I will be travelling out of town for a family function. During this period, I will make sure to complete all pending work in advance and hand over any urgent responsibilities to my colleague, Ramesh Kumar.
Please let me know if you need any further details or documents. I would be grateful if you could approve my leave request.
Sincerely,
Rahul Mehta
Assistant Manager – Sales
Contact: 9xxxxxxxxx
Formal Email Writing Tips
Follow these formal email writing tips to make your messages look professional in any situation.
- Use a professional email address
- Stick to standard fonts like Arial or Calibri
- Name attachments clearly (e.g., Resume_RahulMehta.pdf)
- Avoid using all caps or fancy colours
- Double-check recipient’s name and email ID
- Add a professional signature with contact details
Mistakes to Avoid When Writing a Formal Email
Smaller mistakes can also make a formal email look careless. You must watch out for these common errors:
- Using casual greetings like “Hey” or “Hi buddy”
- Writing vague subject lines
- Making the email too long or cluttered
- Forgetting attachments or adding wrong files
- Not proofreading spelling and grammar
FAQs
Why are formal emails important?
Formal emails are important because they create trust and show respect in professional communication. A well-written email helps you present information clearly, avoids misunderstandings, and makes a good impression on the reader.
What are some common formal email greetings?
Common formal email greetings include –
- Dear Mr./Ms. [Last Name]
- Dear Sir/Madam
- To Whom It May Concern
You can use the one that works best in your specific situation.
What is the use of formal email in daily life?
The use of formal email is common in job applications, business communication, academic requests, leave applications, client proposals, and official announcements. It guarantees your message looks serious and respectful.
How should I go about formatting a formal email?
When formatting a formal email, follow these things:
- Keep the design simple and professional
- Use a standard font like Arial or Calibri, size 11 to 12
- Align text to the left and avoid bold colours or fancy styles
- Keep paragraphs short with clear spacing so the email looks neat on desktop and mobile
- Add a signature block with your name and contact details
How do I make my email formal?
To make an email formal, focus on tone and presentation. Use respectful greetings, avoid slang or abbreviations, write in full sentences, and keep your message concise.
How long should a formal email be?
A formal email should be concise - ideally between 100 to 300 words. You must stick to the point, provide necessary context, and end with a clear call to action or purpose.
How do I write a formal mail letter?
Writing a formal mail letter is similar to writing a business letter. Begin with a clear subject, address the recipient properly, explain your purpose directly, and end with thanks or a call to action.
