Guides

How to write a formal email (with tips & templates)

  • format
  • templates

16 September 2024

0 min read

Globally, the number of sent and received emails per day is projected to increase to 376.4 billion by 2025.If you’re a business professional, you need to be careful with how you communicate over email. 

It’s easy to slip into the habit of writing emails informally, with abbreviations, slang, and poor grammar. This is why learning how to write a formal email is important. 

But how do you go about doing this? Learn how to write a formal email that will leave a good impression with these top tips, or take advantage of the formal email templates we’ve created. 

1. Decide on the email’s target audience and aim 

Step one in writing a formal email is understanding your audience. Knowing who you are sending the message to will influence the email's writing style.

Next, tailor your message for clarity. For instance, if you want the recipient to review something, ensure your content aligns with that goal. Using a clear purpose and structured format can improve email effectiveness and engagement. 

sending a formal email from a mac

2. Use a personalized email address 

Recipients generally trust personalized email addresses more. Using a real email address, like dsmith@company.com, increases the chances of your email being opened compared to a generic address, such as sales@company.com.

3. Choose a strong subject line 

A compelling subject line is crucial for the success of any formal email. It's the first thing a recipient sees, so it must capture attention instantly and encourage further engagement. To achieve this, a subject line should be clear, concise, and accurate.

Examples of effective email subject lines include "Meeting Date Updated" or "Proposal Suggestions Needed." Many recipients decide to open emails based solely on the subject line, so it's important to choose one that directly addresses business concerns or issues.

4. Use a suitable email greeting

The way you start a formal email depends on how well you know the recipient. 

Casual greetings 

  • Hi [Name], 

  • Hi there, 

  • Hi everyone, 

  • Greetings all, 

Formal greetings 

  • Dear [Name], 

  • Hello [Name], 

  • Good morning [Name], 

  • To whom it may concern, 

  • Dear [Job Title], 

  • Dear Sir/Madam, 

5. Make the email body brief and concise 

When crafting a formal email, it's crucial to be concise. Your recipients are busy professionals, so they won’t wade through long paragraphs. The best formal email examples focus on one topic, making it easy to respond to any questions and encouraging quicker replies.

Always consider your audience when writing a formal email. If you’re contacting someone for the first time, use formal language. This might make the email slightly longer, so evaluate what information is truly necessary to include.

woman typing at her laptop

6. Consider the formatting of your emails 

Maintaining proper sentence structure is crucial for writing formal emails.

  • Start with using correct grammar and punctuation. Ensure full stops, commas, and question marks are applied properly throughout your message.

  • Break up your email with paragraphs to make it more readable. Structuring the email clearly helps with engagement, especially when the recipient is short on time.

  • Always use a standard font size, such as 10pt or 12pt, for formal emails. Keep your font color simple; black is the most readable across various devices.

  • Stick to web-safe fonts like Arial or Calibri to ensure readability. Using custom fonts can lead to text displaying in default fonts like Times New Roman if the recipient doesn't have the font installed.

  • Avoid bold, italicized, or underlined text unless absolutely necessary, as it can seem rude or pushy. Instead, use clear language to emphasize your point.

7. Use polite and friendly language 

Formal emails are essential in professional settings, requiring appropriate wording. Use complete sentences, avoiding casual language or slang.

It's best not to include humor unless you're familiar with the recipient, as jokes can be misunderstood. For effective email communication, maintain a professional tone in all formal emails.

hands typing on a keyboard

8. End your email with a clear call to action

Wondering how to end your email effectively? The key is to make sure your message clearly outlines what action you want the recipient to take. Whether you need an answer to a specific question or want to confirm a meeting time, make the action clear and easy to follow.

After stating your request, wrap up your email with an appropriate sign-off. Think about the email's context to choose the best closing. Common email sign-offs include a variety of standard phrases:

  • Kind regards 

  • Thank you in advance 

  • All the best 

  • Sincerely 

  • Regards 

  • Many thanks 

9. Use a professional email signature 

Many people overlook the importance of their email signatures, yet they are a crucial component of any corporate email. A well-designed email signature can enhance your brand image positively and professionally. 

To create an effective email signature, include essential contact information such as your name, job title, company name, phone number, website URL, and email address. Using email signature management solutions can automate this process and ensure consistency. 

10. Proofread your message before sending your formal email 

Before you press send, double-check your email for spelling and grammar. Check for typos, grammatical errors, and spelling mistakes. Avoid sending rushed emails and take the time to properly read all the content carefully. 



5 examples of formal emails

Now that you have a firm grasp of the key steps to crafting a well-structured and impactful formal email, it's time to see these principles in action.

Below, we've provided some examples to illustrate how to implement the tips and guidelines discussed. Each example aims to offer a clear and concise approach, ensuring that your message is both professional and effective.

Formal email example 1: Sharing a new brochure

Subject Line: New Product Brochure 

Hi [FULL NAME], 

Following your recent request, please find our new product brochure attached. We are sure that you will see the quality of what we have to offer.

A member of our sales team will contact you shortly to discuss your business requirements and to schedule a meeting at a time that is suitable for you.

For further information, please do not hesitate to contact us.

Kind regards,

[YOUR NAME]

Formal email example 2: Sending a white paper

Subject Line: New White Paper and Check-In 

Dear [NAME],

I hope this email finds you well.

I’m reaching out to you today to send you the latest white paper we have written. It focuses on how you can write a formal email and the important elements that need to be included.

Given our previous conversations, I thought it would be sensible to send a copy of this to you. Any feedback you have would be greatly appreciated.

Please also let me know if you are still available for our meeting next Thursday or if you need to reschedule.

I look forward to hearing from you.

All the best, 

[YOUR NAME]

Formal email example 3: Introducting a new colleague

Subject Line: Meet Our New Sales Manager 

Hi team,

I am pleased to announce that [NAME] is starting today as our new Sales Manager.

They will be in charge of the day-to-day running of our sales department, making sure that we provide the best sales experience for our customers.

Please join me in welcoming [NAME] to the company.

Best regards,

[YOUR NAME]

Formal email example 4: Asking for a meeting

Subject Line: Request for a Meeting to Discuss Project Updates 

Dear [NAME],

I hope this email finds you well. I am writing to request a meeting to discuss the latest updates on the Borealis Project. Over the past two weeks, we have made significant progress, and I believe it is crucial for us to review these developments together.

I have attached the latest project report for your reference. Could we schedule a meeting on Tuesday, November 15th at 10AM? If this time is not suitable, please let me know your availability for the upcoming week.

Thank you in advance for your time and consideration. I look forward to our discussion.

Kind regards,

[YOUR NAME]

Formal email example 5: Scheduling a meeting follow-up

Subject Line: Follow-Up on Marketing Strategy Meeting

Dear [NAME],

I wanted to thank you for the insightful meeting we had last Thursday regarding the new marketing strategy for our upcoming product launch. Your expertise and suggestions were invaluable.

I've summarized our key takeaways and action items in the attached document. Please review it and share any feedback by Friday, November 18. This will help us finalize the plan and move forward quickly.

Thank you once again for your time and collaboration. I look forward to continuing our productive partnership.

Kind regards,

[YOUR NAME]

Summary 

Understanding how to write a professional email is crucial since every email you send represents your company. A poorly written email reflects badly not just on you, but also on your organization. Improving your email writing skills enhances both your personal and corporate image.

Learning how to write formal emails can go a long way with business contacts, especially when forging new professional relationships. By following this guide, you’ll ensure you make a lasting impression with every formal email you send. 

Take your formal emails to the next level

Enhance your formal emails with professional email signatures using Exclaimer.

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Frequently asked questions on how to write a formal email 

How long should a formal email be? 

A typical business email is three to five paragraphs long, and each paragraph should contain no more than two or three sentences. Keep in mind that your recipients are busy professionals, so it's important to be concise and get straight to the point. 

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