How to write formal email?
6 steps for writing a formal email

  1. 1 Write a direct subject line. A strong subject line catches the recipient's attention and makes them want to read more.
  2. 2 Greet and address the recipient(s)
  3. 3 Make your point clear.
  4. 4 Keep it concise.
  5. 5 Maintain a professional tone.
  6. 6 End with a professional closing.

Most formal letters will start with 'Dear' before the name of the person that you are writing to. You can choose to use first name and surname, or title. and surname. However, if you don't know the name of the person you are writing to, you must use 'Dear Sir or Madam,'.Formal Writing Rules

  1. Literal meanings should be used in this type of writing.
  2. The third-person perspective is encouraged.
  3. Standard punctuation should be used.
  4. Correct spelling and grammar and should be prioritized.
  5. Professional language should be used, and slang terms should be refrained from being used.

How do you politely email : If your relationship with the reader is formal, use their family name (eg. “Dear Mrs. Price”). If the relationship is more casual, you can simply say, “Hi Kelly”. If you don't know the name of the person you are writing to, use: “To whom it may concern” or “Dear Sir/Madam”.

How do you start and end a formal email

Effective communication

  1. Overview.
  2. How to start an email. Overview. Dear Sir or Madam. To Whom It May Concern. Hope you're doing well. I hope this email finds you well. Just checking in.
  3. How to end an email. Overview. Looking forward to hearing from you. Regards. Yours sincerely. Yours truly. At your earliest convenience.

What is email format : What is an email format An email format includes a subject line, greeting, body, closing line, and signature. Keep the subject brief and personalized greeting, use clear language, and end with a suitable closing line and signature for an effective email.

  • I am writing to inform you that.
  • I am writing to tell you about.
  • I am writing with regard to.
  • I am writing in response to.
  • I am writing on behalf of.
  • I would be interested in.
  • I would be grateful if you could.
  • I would appreciate if you could.


Avoid using the letter “I" in the beginning of the sentence. Instead use phrases such as 'This is to inform you that' or 'With ref. to'. Dear Sir/Madam, I am writing to complain about……./to request information about…./to apply for…/to enquiry after…../to inform you…../to thank you….

What is formal example

Formal language examples

“Dear” at the start of formal letters and emails. “Sincerely” at the end of formal letters and emails. “We regret to inform you” instead of “sorry” in rejection letters. “In spite of the fact” instead of “even though” in academic writing.Formal Writing

  • Watch spelling, capitalization, tense and punctuation.
  • Remember to use transitions to create flow to your writing.
  • Preface any quoted material.
  • Do not use first (I, me, my, we, ours) or second (you, yours) person.
  • Avoid absolutes (always, never, every, everything etc.).

How do you start a professional email greeting You should start a professional email with a greeting and the name and title of the recipient (e.g., “Dear Mr. Walken”). Then, you should include an introductory line like I hope this email finds you well, followed by the body of the email.

Professional Email Greetings

  1. Dear [name], You can't go wrong with this classic.
  2. Good morning/ afternoon/ evening, Using Good morning, afternoon, or evening is another timeless and foolproof salutation.
  3. Hello [name], Hello is also an acceptable salutation for formal and informal emails.
  4. Hi team,
  5. Greetings,

How do you start a formal email first sentence : 15 Professional Opening Lines

  1. I hope this email finds you well.
  2. Thank you for your time and attention.
  3. I hope you are having a great week.
  4. I hope you are having a great day.
  5. Thank you for reaching out to us.
  6. I am writing to inquire about…
  7. I'm reaching out to discuss…
  8. Thank you for the quick response.

What is a good closing sentence in an email : Ending with "Best regards," "Sincerely," or "Thank you" works well. These are polite and show respect, perfect for professional settings. "Looking forward to our next steps," Ideal for emails that are part of ongoing projects or discussions, indicating a forward-looking approach.

What does a proper email look like

Stick to greetings that use either a full name or a title and last name if you have that information. If you don't have the name of the person you're emailing, using To whom it may concern is fine. Using more professional language and avoiding contractions will also give your email a more formal tone.

Some of the most popular and commonly used formats of email addresses are as follows:

The best email opening line is a sentence that captures the reader's attention and makes them want to read more. Some good examples of email opening lines include: I hope you're having a great day. I noticed that you're interested in (topic).

How do you start a professional email sample : Here are some examples of how to introduce the topic of a professional email:

  1. I am writing to follow up on our discussion during [meeting/date].
  2. I wanted to reach out to you regarding [specific issue/project].
  3. I would like to share some updates on [project/task].
  4. I'm writing with a question about [issue].