How to Write a Formal Email

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How to Write a Formal Email

It may be daunting for fresh graduates and new professionals to write professional emails, especially if English is not their first language. Because of the rise of social media and over usage of internet slang, most of us are used to writing quick and informal messages lacking any regular structure. 

While we spend hours practising interview techniques and pining over what we will say in a meeting with our boss, we do not take the same level of care while writing emails. Although emails are not as formal as letters, they still need to be written in a proper format to present a good image of you and your company.

Let us take a closer look at some common elements of a formal email


Subject line

The subject line is the first thing that pops into the reader’s inbox. It is very important for it to not be deceptive or missing important information or else your email might not get read. The message could even be sent to spam. The more formal your email is, the more nitty-gritty your headline ought to include. Avoid making it excessively long. Hence, be specific but concise.



The salutation directly addresses the individual you are sending the email to. If the reader is formally connected to you, use their family name (e.g. “Dear Mrs . Smith”), but if you do not have any information regarding the name or title of the person, you can use “To whom it may concern” or “Sir/Madam”.


Body of the email

Start the body of your email by introducing yourself which should include your name, title, and the company you work for. This section explains the main message of your email. 

State your purpose clearly before moving on to the main body of your email. For example, “I am writing about…”. It is recommended to write clearly and concisely about your purpose and pay careful attention to grammar and punctuation.



A good end is equally important as a good start in a formal email. Before you send your email, it is advisable to say thank you and add some closing remarks. 

You can use remarks like,’ thank you for your patience and cooperation”, “I look forward to hearing from you” etc.

The closing is also a reminder for the reader as to who you are. Hence, it should include your full name, contact information, title, and signature.

We believe that you have gained enough knowledge about writing a good formal email. But it was just one of the milestones you have crossed before achieving your successful professional career. Are you looking for more ways to improve your writing skills?

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