1. How to write a formal email?
  2. Formal Email Samples

It is extremely necessary to know how to write a formal email when you begin your professional career.

But what is a formal email? A formal email is a professional mode of communication used in business and professional settings to convey information, requests, or inquiries with adherence to standard conventions and etiquette.

This blog discusses the format of a formal email, along with formal email samples.

With these simple factors in mind, you can write a formal email like a pro.

How to write a formal email?

In this section, we will take you through the tips of professional email writing. These tips will be similar when writing a formal email, irrespective of whether you are a student or working professional.

Email Format

Let us look at these important steps to follow to get the format of a formal email right.

Subject line

The first part of an email which your recipient sees is the subject of the email.

So, getting the subject line on point is the first important thing to consider when writing a formal email.

Here are some things to keep in mind:

Make the subject line specific, simple, and to the point. For example, instead of 'The internship report you asked for', write, 'Internship Report, {date/week/month}'.

The subject line should be short. Ideally, your subject line should stand around six words.

Keep the most important and informative words in the beginning of the subject line.

Use markers like Fwd, Reply, Urgent, or Notice to further narrow down the subject. It informs your reader about the nature of your email.

Some of the examples of good subject lines when you write a formal email can be:

Marketing Data for July 2018

Marketing Budget, October 2018

List of New Freelancers

Job Application for the Post of XYZ

Leave Application

Query Regarding the Missing Information in the Document

Contract Agreement - XYZ Assignment

Formatting Guidelines

When composing a formal email, adhering to specific formatting guidelines is crucial to ensure clarity, professionalism, and a positive impression on the recipient. Here are some key aspects to consider:

Font Style and Size:

Choose a standard, easy-to-read font style such as Arial, Calibri, or Times New Roman.

Use a font size between 10 and 12 points for the body text to ensure readability on various devices and screen sizes.


Stick to black or dark gray text color for the body of the email to maintain readability and professionalism.

Avoid using bright or unusual colors, which may distract or appear unprofessional.

Use of Bullet Points and Numbered Lists:

When presenting multiple points or items, consider using bullet points or numbered lists to organize information clearly.

Bullet points can be effective for listing items without a specific order, while numbered lists are suitable for presenting steps or sequences.

Paragraph Alignment:

Keep the text aligned to the left for a clean and professional appearance.

Avoid justifying the text (aligning both left and right), as it may create uneven spacing and make the email harder to read.

Spacing and Margins:

Maintain consistent spacing between paragraphs and sections to enhance readability.

Use standard margins to ensure that the content fits well within the email window without appearing cramped or excessively spaced out.

Use of Bold or Italics:

Use bold or italics sparingly to emphasize important points or headings within the email.

Reserve these formatting options for key information rather than applying them excessively, which can diminish their impact.

Signature Format:

Ensure that your email signature is formatted consistently with the rest of the email.

Use a standard font and size for the signature block, and include relevant contact information such as your full name, job title, company name, and phone number.

By following these formatting guidelines, you can present your formal emails in a professional manner that is easy to read and understand.

Consistency and attention to detail in formatting contribute to the overall effectiveness of your communication and reflect positively on your professionalism and attention to detail.

Language and Tone

In formal email communication, the language and tone you use play a significant role in shaping how your message is perceived by the recipient. It's essential to maintain a professional and respectful tone throughout your email. Here are some insights to consider:

Avoid Slang and Informal Language:

Steer clear of slang, colloquialisms, and overly informal language that may detract from the professionalism of your message.

Use formal language constructs and complete sentences to convey your message clearly and professionally.

1.** Avoid Jargon and Acronyms: **

Minimize the use of industry-specific jargon and acronyms that may not be familiar to all recipients.

If necessary to use technical terms, provide explanations or context to ensure clarity for all readers.

  1. ** Maintain Politeness and Courtesy:**

Use polite and courteous language, including appropriate greetings and expressions of gratitude.

Address recipients respectfully by their titles (e.g., Mr., Ms., Dr.) and last names unless instructed otherwise.

  1. Be Clear and Concise:

Express your ideas clearly and concisely, avoiding unnecessary verbosity or ambiguity.

Organize your thoughts logically and use straightforward language to convey your message effectively.

  1. Consider Cultural Sensitivities:

Be mindful of cultural differences in communication styles and preferences.

Tailor your language and tone to align with the cultural norms of the recipient, if known.

Maintaining a professional and respectful tone in your formal emails contributes to effective communication and fosters positive relationships with recipients.

#### Salutation

The next factor to get right when you write a formal email is it's salutation.

Each email is directed towards someone. Start your formal email with addressing the recipient in a manner fitting the relationship you have with them.

For people you are unfamiliar with or do not know the names of, use 'To Whom It May Concern' or 'Dear sir/madam'.

For senior officials, stick to their designation or follow it with their name, for example, 'To the Manager', 'Dear Dr. Ghosh', or 'Dear Ms. Kapoor'.

Among colleagues, it may be appropriate to simply precede the name with a 'Hi'.

Do not skip the salutation and always be respectful. Never use nicknames or just surnames or first names when you write a formal email.

Body of the email

The body text is the main part when you write a formal email.

It is important to follow a certain pattern to get the format of a formal email uniform.

  • The opening paragraph should set the tone and reason for your email. Introduce yourself if you are a stranger to the person you are writing to, and jot down why you are writing to them.

For example, you can begin with 'My name is Abc, and this email is with reference to Xyz.' or 'This is with reference to the marketing budget as discussed in the meeting.'

Elaborate on your concern, question, or response as comprehensively as possible. Write in a way that is easy to understand, but at the same time, do not lose your point in providing unnecessary information. Say only what is required.

The closing of the email should also support the nature and format of a formal email. If you are asking a question, close with something like 'Hope to have an answer from you soon', or 'Looking forward to hearing from you soon', and if you are addressing a question, end with 'Hope I have sufficiently answered your query/doubts.'


These are the last words when you write a formal email and is capable of forming a lasting impression on your reader.

Sign off with a simple word or phrase, which conveys respect. Safe choices are 'Best regards', 'Warmly', 'Sincerely', 'Kind regards', or simply 'Thanks'.

If you are writing to someone for the first time or someone who is not an immediate colleague or senior, use your full name.

Furnish your name with contact information. Your phone number and/or work address are enough.

If you are writing on behalf of or as an employee of an institution, make sure to mention it along with adequate contact details

To make your signature even more effective, you may also choose or design an attractive (but not flashy) template.

Grammar and Proofreading

Proper grammar usage and meticulous proofreading are essential aspects of writing formal emails. Errors in grammar, spelling, or punctuation can detract from the professionalism of your message and may lead to misunderstandings.

Here are some tips for ensuring grammatical accuracy and clarity:

  1. Proofread Carefully:

Before sending your email, thoroughly proofread it to identify and correct any spelling, grammar, or punctuation errors.

Take your time to review each sentence and ensure that your message is free from mistakes.

  1. Use Spelling and Grammar Tools:

Utilize spelling and grammar checking tools available in email platforms or word processing software to assist in error detection.

However, rely on these tools as aids rather than substitutes for manual proofreading.

  1. Watch for Common Mistakes:

Pay attention to common grammar and punctuation mistakes, such as subject-verb agreement errors, misplaced modifiers, and comma splices.

Be mindful of homophones (words that sound alike but have different meanings) and ensure you use the correct word in context.

  1. Seek Feedback if Necessary:

If unsure about the correctness of your email, consider seeking feedback from a colleague or mentor before sending it.

Another set of eyes can help catch errors or provide suggestions for improvement.

By prioritizing grammar accuracy and meticulous proofreading, you can ensure that your formal emails are clear, professional, and error-free, enhancing their effectiveness in communication.

Here's how a professional email sample will look like;

Tip: Stay abreast and do not use outdated format of a formal email. There is no need to write a date when using electronic modes of communication. Keep all your text left-aligned when you write a formal email.

Formal Email Samples

Formal emails are sent in a whole variety of situations. While they use the same rules, they may have to be modified according to their purpose.

Now that you are familiar with the format of a formal email, let us have a look at a few  formal email samples.

Email sample 1: A request

Subject: Extension on Report Deadline

Dear Mr./Ms. {Recipient’s sir name},

I am writing this to request you for an extension on the XYZ project report which is due on {date}. My mother has taken ill unexpectedly, and I must leave for home tonight. I’m afraid it will take me a week before I can return to the office and complete the report.

Kindly grant me an extension till {date} for the same. I promise to deliver the project report by then.

{Your name}
{Phone number}

Tip: Always state your request as clearly as possible, and supply it with a legitimate reason to make your case stronger.
Click here to download this formal email sample 1.
One of the common request letters is a leave application letter. Check out these leave application samples for office for some help with them.

Email sample 2: A question

Subject: Enquiry about Conference Centre Timings

Dear sir/madam,

I am writing to enquire about the timings for the conference centre at {place}. Our company is hosting a delegation from {place} and is interested in booking the centre for an important corporate event on {date}. I checked your website but could not find the information I require.

If you could kindly send across the timings when the conference centre is available, we can design an itinerary at the earliest and share the schedule with you to initiate the booking procedure.

Looking forward to an early response.

{Your name}
{Phone nmber}
{Designation, company}

Tip: Formal emails often use indirect questions instead of direct ones (for instance, This is an enquiry about the timings..., instead of, What are the timings for...?).

Email sample 3: A complaint

Subject: Complaint against Gender Discrimination in the Office

Dear Mr./Ms. {Recipient’s name}

This is to bring to your notice an instance of discrimination on the basis of gender in the office. I was due for a meeting with {name, department} this month, and was surprised to see that I was dropped from the plan at the last minute. In a conversation with {name of offending person} on {date} about it, I was told that the move was taken because they did not feel I would land the deal as a woman and that “it was best left to the men”.

I have worked tirelessly in {Name of Company} for the last {Time Period}. Given the reputation of {Name of Company} as a female-friendly and discrimination-free workplace, and I am appalled at being treated like this.

I have previously raised this issue privately with {name of offending person} but failed to receive an apology or a satisfactory response. I wish to pursue this further with this official complaint and come to a swift and fitting solution with the help of Human Resources and other members of Management.

Hoping to see this matter dealt with at the earliest,
{Your name}
{Phone number}

Tip: Formal complaints should be strongly worded, but without losing the tone of professionalism. While putting down your grievances, make sure your email does not end up looking dramatic or undignified. It is important to state the issues or events causing offence as clearly as possible, but also in brief when you write a formal email.

Email sample 4: A response to a query/complaint

Subject: Response to complaint dated {date}

Dear {Name of Complainant},

I would like to apologize for the disappointment caused to you on behalf of the company. I assure you that your complaint has been forwarded to the concerned department and strict action is being taken to rectify the situation.

Your satisfaction with our services and your feedback as a client are of the utmost importance to us. I would be happy to answer any further queries while we look into this matter.

Thank you for your patience.

Best regards,
{Your name}
{Phone number}

Tip: Always keep your tone friendly and reassuring when dealing with complaints and grievances. At no point in your email, should you attack the sender with any counter-questions or lose the attitude of formality.

Email sample 5: An announcement or statement

Subject: New member in the team!

Dear all,

I am glad to introduce you to {name of person}, who will be assisting us as an intern for the next 6 months. He is a third-year Economics student at {name of institution}, and is excited about joining the team.

I hope to see you all welcome him into the office and provide him with your help and feedback wherever necessary

Fond regards,
{Your name}

Tip: Convey happiness or excitement in formal emails only with words and appropriate amounts of punctuation, like the occasional exclamation point.


1. How do you start a formal email?
To start a formal email, begin with a polite greeting or salutation followed by the recipient's title and last name (e.g., "Dear Mr. Smith," or "Good morning Dr. Patel,"). If you don't know the recipient's name, generic salutations such as "Dear Sir/Madam" or "To Whom It May Concern" also work.

2. How do you write a professional email?
When writing a professional email, it's important to use clear and concise language, maintain a professional tone, and adhere to standard formatting conventions. Start with a formal greeting, clearly state the purpose of your email in the opening paragraph, provide relevant details or information in the body of the email, and conclude with a polite closing and signature.

3. What is an official email?
An official email is a type of formal communication used in professional or business contexts. It typically follows a structured format, includes relevant information or requests, and is sent from an official email address associated with a person's job or organization. Official emails are used for conveying important information, making inquiries, or conducting business transactions in a professional manner.

4. How do you end an email?
To end a formal email, use a polite closing phrase followed by your name and any relevant contact information. Common closing phrases include "Best regards," "Sincerely," "Kind regards," or "Yours faithfully," depending on the level of formality and relationship with the recipient. After the closing phrase, include your full name, job title, and contact details such as phone number or email address to facilitate further communication if necessary.

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