Writing a formal email in English is an important skill for professional communication in school, work, and official situations. Whether you’re applying for a job, contacting a professor, or requesting information, knowing how to structure a formal email helps you make a strong impression.
In this guide, you’ll learn how to write a formal email in English step by step. We’ll cover when to use one, what to include, how to structure it effectively, and useful phrases and examples to help you write clearly, politely, and confidently.
What Is a Formal Email?
A formal email is a professional message written to someone you don’t know well or in a serious or official situation. It uses polite language, avoids slang or casual words, and follows a clear structure.
Formal emails are often written in:
- Academic settings (to teachers, schools, universities)
- Work environments (to employers, clients, HR, or colleagues)
- Professional communication (requests, applications, inquiries)
Unlike informal messages to friends, formal emails are respectful, clear, and carefully written to make a good impression.
When Should You Use a Formal Email?
Formal emails are used in situations that require professionalism, politeness, or clear communication. You should use a formal tone when writing to someone you don’t know personally, someone in authority, or when the subject is official or serious. This shows respect and helps your message be taken seriously.
Examples of when to use a formal email:
- Applying for a job or internship
- Sending a cover letter or resume
- Contacting a professor, teacher, or school administrator
- Requesting documents, information, or assistance
- Making a complaint or submitting a formal request
- Communicating with clients, government offices, or companies
- Following up on an interview, meeting, or application
Structure of a Formal Email
A formal email should follow a clear and organized structure. This helps the reader understand your message quickly and ensures a polite, professional tone. Every well-written formal email typically includes these six parts:
- Subject Line – A short, clear line showing the purpose of your email
- Greeting – A polite opening using the correct title or name
- Introduction – A brief sentence explaining why you’re writing
- Main Body – One or two short paragraphs with all the necessary details
- Closing Sentence – A polite final sentence to thank, request, or suggest next steps
- Sign-Off – A formal phrase like Kind regards or Sincerely, followed by your full name
How to Write a Formal Email
This section explains how to write each part of your formal email clearly and professionally, with useful phrases and examples.
1. Write a Clear and Specific Subject Line
The subject line helps the reader know what your email is about. It should be short and direct, usually under 10 words.
Examples:
- Application for Sales Assistant Position
- Request for Certificate – John Kim
- Meeting Confirmation – Friday at 3 PM
2. Use a Polite and Correct Greeting
Begin your email with a polite greeting. Use “Dear” followed by the person’s title and last name if known. Avoid informal greetings like “Hi” or “Hey,” which are not suitable for formal emails.
Examples:
- Dear Mr. Brown,
- Dear Professor Davis,
- Dear Sir or Madam (if name is unknown)
3. Begin with a Clear Purpose
In your first sentence, explain why you’re writing. Keep it short and professional.
Examples:
- I am writing to apply for the position of…
- I am writing to request a copy of my transcript…
- I would like to schedule a meeting to discuss…
- I am contacting you regarding…
4. Write the Body Paragraphs
The main body gives more detail about your request or purpose. Use one or two short paragraphs, focus on one topic per paragraph, and keep your tone polite and professional. Avoid slang, contractions, or casual language.
Example:
I am writing to request a copy of my academic transcript for a scholarship application. Please let me know if any documents are needed from my side. I would appreciate it if the transcript could be issued by next week.
5. Write a Respectful Closing Line
End your email with a polite sentence showing appreciation or stating what you expect next.
Examples:
- Thank you for your time and assistance.
- I look forward to your response.
- Please let me know if you need any more information.
6. Finish with a Proper Sign-Off
Use a formal closing phrase followed by your full name.
Examples:
- Kind regards,
- Best regards,
- Yours sincerely,
- Yours faithfully (if you don’t know the name)
Useful Phrases for Writing Formal Emails
Below are helpful expressions you can use in different parts of a formal email. These phrases make your writing sound more professional and respectful.
Opening Lines
- I hope this message finds you well.
- I am contacting you regarding…
- I would like to bring to your attention…
- I am writing to follow up on…
Making a Request
- I would be grateful if you could…
- I am writing to request…
- Please let me know if it is possible to…
- I would appreciate it if you could…
Giving or Clarifying Information
- Please find attached…
- I would like to inform you that…
- I am happy to confirm that…
- For your reference, I have included…
Asking for a Response or Action
- I look forward to your response.
- Please let me know if you need any further information.
- I would be happy to provide more details if necessary.
- I appreciate your attention to this matter.
Closing Lines
- Thank you for your time and support.
- I look forward to hearing from you.
- Please do not hesitate to contact me.
- Thank you again for your assistance.
Formal Email Examples
Below are two examples of formal emails for different real-life situations. These will help you understand how to apply the format, structure, and tone in your own writing.
Example 1: Requesting an Official Document
Subject: Request for Attendance Letter – Maria Alvarez
Dear Sir or Madam,
I am writing to request an official attendance letter for the Spring 2024 semester. I need the document to complete my visa renewal process.
Please let me know if you require any additional information. I would appreciate it if the letter could be prepared by next week, if possible.
Thank you for your time and support.
Kind regards,
Maria Alvarez
Example 2: Job Application Email
Subject: Job Application – Marketing Assistant Position
Dear Mr. Thompson,
I am writing to express my interest in the Marketing Assistant position listed on your company’s website. I recently graduated with a degree in Business and Marketing, and I believe my skills in content creation and digital advertising make me a strong fit for the role.
Please find my CV and cover letter attached for your review. I would welcome the opportunity to further discuss how I can contribute to your team.
Thank you for considering my application. I look forward to your response.
Best regards,
Lina Park
Example 3: Making a Complaint to Customer Service
Subject: Complaint Regarding Damaged Product – Order #5824
Dear Customer Service,
I am writing to inform you that the item I received in my recent order (#5824), a wireless keyboard, arrived damaged and is not working properly. The keys are unresponsive, and the packaging was torn when it arrived.
I would like to request a replacement product or a full refund. I have attached photos of the damaged item for your reference.
Please let me know how to proceed with the return process. I would appreciate your assistance in resolving this issue as soon as possible.
Thank you for your help.
Sincerely,
Daniel Kim
Conclusion
Writing a formal email in English may seem difficult at first, but with the right structure, polite language, and clear purpose, you can communicate effectively in any professional situation. Whether you’re applying for a job, making a request, or contacting someone officially, these steps will help you sound respectful and confident.
Use the tips, examples, and phrases in this guide to improve your writing and communicate clearly and professionally in school, work, or official matters.
