How to Properly Write a Formal Email (That Gets Results) (2024)

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Do you need to know how to write a formal email? If you’reused to writing casual emails to friends and family, you may not know how towrite a formal email properly.

Don’t worry. You’re not alone. Many people struggle withwriting a formal email. This article will help.

Formal emails are often called for when you’re sending anemail to someone you don’t know well. A formal email is also the right choicefor some business situations. If you’re not sure whether to send a formal orinformal email, it’s usually better to send a formal message.

In this article, you’ll learn how a formal email differsfrom an informal email. We’ll provide examples of the various parts of an emailso you can see the difference between informal and formal email messages. We’llalso show you how to properly write a formal email, format a formal email, and send aformal email. Plus, you’ll learn how email signature templates can give yourformal email more impact.

Get more helpful email tips and professional strategies in our free ebook,The Ultimate Guide to Inbox Zero Mastery.

Now let’s get started with learning–either by watching the video tutorial:

or by walking through the detailed written steps below on how to write formal emails.

1. What Is a Formal Email?

A formal email is typically sent to someone you don’t knowwell or to someone who’s in authority. Examples of someone who you might send aformal email to include your professor, a public official, or even a companyyou’re doing business with.

If your workplace has a formal environment, use formalemails with your boss and colleagues unless you’re told to do otherwise. Manyworkplaces are moving towards a more casual environment and this often carriesover to email communications. If you’re not sure what’s right for yourworkplace, ask.

Casual Versus Formal Email: What’s the Difference?

A formal email differs from a casual email. A casual emailusually goes to a person you know well—often it’s someone you’re on good termswith such as a friend or family member. When sending a casual email, you don’tneed to worry as much about structure and tone.

In fact, part of what makes a formal email different from acasual email is the structure. A formal email has a very defined structure,with a definite salutation (the opening part of the email), signature section,opening sentence, and body.

You also use language differently in a formal email than in acasual email. Avoid using abbreviations, contractions, slang, emoticons, andother informal terminology. The tone of a formal email is different as well. Aninformal email may not even use complete sentences or proper grammar, but aformal email always does.

Here’s an example of formal email language:

The meeting is scheduled for December 5th at 9:30 a.m. All studentsmust attend. Your project updates are needed.

Compare the formal language with the informal email languagein this email:

Required meeting—Dec 5, 9:30 a.m. Updates needed. See yathere. :)

Both statements share the same information. But the tone ofthe first is much more formal. Notice the incomplete sentence, slang, andemoticon in the informal example.

2. Writing a Formal Email

While an informal email can often be sent quickly, writing aformal email typically takes a bit more thought and a bit more time. Carefulconsideration needs to be given to each email element.

With that in mind, let’s take a closer look at some commonelements of a formal email:

Subject Line

The subject line is what the reader sees in their inbox. Ifthe subject line is misleading or missing information, your email may not getread. The message may even be sent to spam. The more formal your email is, themore detailed your subject line should be. But beware of making your subjectline too long.

Here’s an example of a formal email subject line:

Required Student Meeting: December 5th, 9:30 a.m.

Compare that subject line with this informal email subjectline:

Upcoming Meeting

Notice that the first subject line is more informative andcomplete. The informal subject line, sent to someone you know well, just barelytouches on the topic.

Salutation

The salutation directly addresses the person you’re sendingthe email to. It’s always used in formal email messages, but sometimes skippedin informal messages. Here are some examples of formal and informalsalutations:

If you’re sending the email to a group, address the entire group.Here’s an example:

Dear Students,

If you’ve got the person’s name you want to send the emailtoo, it’s proper to use their name along with any title the person has. Here’sa sample formal salutation for an individual:

Dear Professor Smith,

If you don’t know the name of the person you’re trying toreach, you should make every effort to discover that information. As a lastresort, it’s okay (but less effective) to address the email to the title of theperson you hope to reach. Here’s an example of a formal salutation without aname:

Dear Human Resources Director,

In rare instances where you don’t know a person’s name ortitle, it’s okay to use this salutation:

To whom it may concern,

Contrast the formal salutation examples with the followinginformal salutations:

Informal Salutation for a Group

Hey Class!

InformalSalutationfor an Individual

Hello Taylor,

As you can see, the formal and informal salutations are verydifferent.

Introduction

The opening of a formal email often requires the sender to introduce themselves. In contrast, informal emails are sent to someone you know and the introduction isn’t needed.

Here’s an example of an opening in a formal email:

My name is Jordan Smith. I am the professor of Statistics for XYZ University. This message is for all current students.

In this article, you’ll find even more examples of email openings:

• How to Start and End a Professional Business EmailLaura Spencer09 Oct 2020

Body

The body of a formal email typically elaborates on thepurpose of the email. Elaboration may not be needed in an informal email.Although the body contains detailed information, it’s important to writeclearly and concisely in a formal email. Remember your reader isn’t familiarwith you and may not be familiar with your topic. You don’t want your emailrecipient to misunderstand an important point.

Closing

How you end a formal email is equally important. Since theemail closing is the last thing your recipient looks at, your email closing canleave a lasting impression.

A good formal email closing also reminds the reader who youare since it should include your full name, contact information, and title (ifappropriate). If you can, use a professional signature template for added impact. (Learn moreabout signature templates in the next section.)

In contrast, an email closing may be extremely casual for aninformal email. In some instances where the recipient is well known to you, youmay even omit the email closing.

The most common way to start a formal email closing is withthe word "Sincerely." It may be a common closing, but it’s also asafe closing.

Here’s an example of a formal email closing:

Sincerely,

Jordan Smith
Professor of Statistics, XYZ College
[Email address goes here]
[Phone number goes here]

In these articles, we provide even more examples of formal (andinformal) email closings:

• How to End a Business Email With a Professional Closing (+ Expert Tips)Laura Spencer10 Aug 2021
• 30+ Best Ways to Sign Off Your Email (To Be More Memorable)Laura Spencer18 Jul 2017

You now have the information you need to write each sectionof a formal email. Formal emails are very similar to professional emails, sinceprofessional emails are often written in a formal style. The principles thatapply to professional emails are also useful for formal emails. Learn how towrite an effective professional email in this tutorial:

• How to Write Clear and Professional EmailsDavid Masters22 Oct 2020

3. Formatting and Structuring a Formal Email

While many informal emails are unstructured, how you formatand structure your formal email is important. At a minimum, a formal emailshould contain all of the following elements:

• Subjectline. Be specific, but concise. Many experts agree that the ideal subject line is six to ten words long.
  
• Salutation.Address the recipient by name, if possible. Use honorifics, as appropriate. Forexample, write Dear Professor Smith, not Hey.
• Body text.This section explains the main message of the email. For a formal email, useproper grammar and complete sentences.
• Signature.Your email closing should be formal, not informal. Use your first and lastname. If you’re writing on behalf of an organization and you know the title ofthe person you’re sending the email to, use it.

As we mentioned earlier, there are many similarities betweena business email and a professional email. This tutorial explains the properway to structure a business email:

• How to Master Proper Business Email Format - and Avoid Professional DisasterLaura Spencer27 Oct 2020

Your email font choice is also important when you’reformatting a formal email. Although many modern email platforms allow you touse many different fonts, it’s best to stick with a common, readable font likeVerdana, Calibri, Times New Roman or Georgia. Helvetica and Arial are common sans-serif fonts you could use as well.

Avoid novelty fontslike Comic Sans, handwriting fonts like Bradley Hand, and script fonts likeBrush Script. Remember that if you choose an unusual font for your formalemail, that font may not be supported by some email platforms.

Also, stick to one or two fonts in your formal email. Usingtoo many different fonts can make your email look too casual. Too many fontsmay even make your formal email less readable.

4. Sending a Formal Email

Once you’ve written and formatted your formal email, you’realmost ready to send your message. But before you press that Send button, review your emailcarefully. Look for:

• Spelling errors
• Mistakes in a name
• Typos
• Grammatical errors

Remember, a sloppy email full of mistakes makes a badimpression.

Also, pay attention to the email address you’re using tosend the email if you want to be taken seriously. Many of us created emailaddresses when we younger that aren’t appropriate for formal emails. If you canget it, your email address for formal emails should be a variation of your namewithout any extra characters.

Here are some examples of appropriate and inappropriateemail address:

Email Address #1

KittenL0ver73%@example.com

Save this type of email address for casual emails to your family and friends.

Email Address #2

TaylorJones@example.com

This email address can be used forformal and professional emails.

Note: These emailaddresses used here and throughout this article are for example purposesonly. They aren’t intended to represent real email addresses.

If you’re a student or writing on behalf of an organization,it’s a good idea to use the email provided by your educational institution orthe organization you’re representing. Most colleges, for example, provide theirstudents with email addresses in the format:

firstnamelastname@collegename.edu

5. Using Templates for a Formal Email

One way to add extra impact to your formal email is to use aprofessionally designed signature template. A signature template adds graphicinterest to your email. A signature template also includes your completecontact information.

Here’s an example of an email closing with a professionallydesigned signature template:

Note: Theprevious example uses the Email Signature Template Packfrom Envato Elements, whichis a good source for professionalemail templates like the one used in the example above.

Notice the difference that a quality template makes. For more great examplesof email signature templates, review the article:

• 24 Professional (HTML + PSD) Email Signature Templates: 2022 DesignsSean Hodge08 May 2022

Conclusion

You may not have much experience writing formal emails, butif you need to write one it’s important to do it right. Writing a formal emailisn’t difficult when you know what to do.

A formal email is quite differentfrom an informal one. There’s a proper structure, formatting, and tone that youshould use for a formal email.

Now that we’ve explained what you need to know about formalemails, you’re ready to write, format and send your own formal email. Good luck!

In addition to writing great emails, it’s also important to keep on top of your email inbox.

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