How to write a formal email?

This discusses the format of a formal email, along with common email samples.

1. Email Format
1. Subject line
2. Salutation
3. Body of the email
4. Signature

2. Formal Email Samples

Email sample 1: A request
Email sample 2: A question
Email sample 3: A complaint
Email sample 4: A response to a query/complaint
Email sample 5: An announcement or statement

Casual emails can be written and delivered in any way, but formal emails follow a certain format.
Keeping in mind a few important points about the format can make an email look a lot better and
professional.

Email Format

Let us look at the important steps to follow when writing a formal email.

1. Subject line

Grab attention with the subject line. The first part of an email which your recipient sees is the subject of
the email. If you do not put it well, you risk having your email not opened until later or at all. Here are
some things to keep in mind:

 Make the subject line specific, simple, and to the point. For example, instead of 'The internship
report you asked for', write, 'Internship Report, {date/week/month}'.

 The subject line should be short. Ideally, your subject line should stand around six words.

 Keep the most important and informative words in the beginning of the subject line.

 Use markers like Fwd, Reply, Urgent, or Notice to further narrow down the subject. It informs
your reader about the nature of your email.

Some of the examples of good subject lines in formal emails can be:

 Marketing Data for July 2020

 Marketing Budget, October 2019

  List of New Freelancers

 Job Application for the Post of XYZ

 Leave Application

 Query Regarding the Missing Information in the Document

 Contract Agreement - XYZ Assignment

2. Salutation

Each email is directed towards someone. Start your formal email with addressing the recipient in a
manner fitting the relationship you have with them.

For people you are unfamiliar with or do not know the names of, use 'To Whom It May Concern' or 'Dear
sir/madam'.

For senior officials, stick to their designation or follow it with their name, for example, 'To the Manager',
'Dear Dr. David', or 'Dear Ms. Kapoor'.

Among colleagues, it may be appropriate to simply precede the name with a 'Hi'.

Do not skip the salutation and always be respectful. Never use nicknames or just surnames or first
names in a formal email.

3. Body of the email

The body text is the main part of your email. It is important to follow a certain pattern when writing the
body of your email.

 The opening paragraph should set the tone and reason for your email. Introduce yourself if you
are a stranger to the person you are writing to, and jot down why you are writing to them.

For example, you can begin with 'My name is Abc, and this email is with reference to Xyz.' or 'This is with
reference to the marketing budget as discussed in the meeting.'

 Elaborate on your concern, question, or response as comprehensively as possible. Write in a

way that is easy to understand, but at the same time, do not lose your point in providing
unnecessary information. Say only what is required.

 The closing of the email should also support the nature of your email. If you are asking a
question, close with something like 'Hope to have an answer from you soon', or 'Looking
forward to hearing from you soon', and if you are addressing a question, end with 'Hope I have
sufficiently answered your query/doubts.'

4. Signature
These are the last words of your email, capable of forming a lasting impression on your reader.

 Sign off with a simple word or phrase, which conveys respect. Safe choices are 'Best regards',
'Warmly', 'Sincerely', 'Kind regards', or simply 'Thanks'.

 If you are writing to someone for the first time or someone who is not an immediate colleague
or senior, use your full name.

 Furnish your name with contact information. Your phone number and/or work address are
enough.

 If you are writing on behalf of or as an employee of an institution, make sure to mention it along
with adequate contact details

 To make your signature even more effective, you may also choose or design an attractive (but
not flashy) template.

Tip: Stay up to date and do not use outdated letter writing formats. There is no need to write a date
when using electronic modes of communication. Keep all your text left-aligned, instead of imitating
older formats used for letters written on paper.

Formal Email Samples

Formal emails are sent in a whole variety of situations. While they use the same rules, they may have to
be modified according to their purpose.

Now that you are familiar with the format of a formal email, let us have a look at few email samples.

Email sample 1: A request

Subject: Extension on Report Deadline

Dear Mr./Ms. {Recipient’s sir name},

I am writing this to request you for an extension on the XYZ project report which is due on {date}. My
mother has taken ill unexpectedly, and I must leave for home tonight. I’m afraid it will take me a week
before I can return to the office and complete the report.

Kindly grant me an extension till {date} for the same. I promise to deliver the project report by then.

Sincerely,
{Your name}
{Phone number}

Tip: Always state your request as clearly as possible, and supply it with a legitimate reason to make your
case stronger.
Email sample 2: A question

Subject: Enquiry about Conference Centre Timings

Dear sir/madam,

I am writing to enquire about the timings for the conference centre at {place}. Our company is hosting a
delegation from {place} and is interested in booking the centre for an important corporate event on
{date}. I checked your website but could not find the information I require.

If you could kindly send across the timings when the conference centre is available, we can design an
itinerary at the earliest and share the schedule with you to initiate the booking procedure.

Looking forward to an early response.

Thanks,
{Your name}
{Phone nmber}
{Designation, company}

Tip: Formal emails often use indirect questions instead of direct ones (for instance, This is an enquiry
about the timings..., instead of, What are the timings for...?).

Email sample 3: A complaint

Subject: Complaint against Gender Discrimination in the Office

Dear Mr./Ms. {Recipient’s name}

This is to bring to your notice an instance of discrimination on the basis of gender in the office. I was due
for a meeting with {name, department} this month, and was surprised to see that I was dropped from
the plan at the last minute. In a conversation with {name of offending person} on {date} about it, I was
told that the move was taken because they did not feel I would land the deal as a woman and that “it
was best left to the men”.

I have worked tirelessly in {Name of Company} for the last {Time Period}. Given the reputation of {Name
of Company} as a female-friendly and discrimination-free workplace, and I am appalled at being treated
like this.

I have previously raised this issue privately with {name of offending person} but failed to receive an
apology or a satisfactory response. I wish to pursue this further with this official complaint and come to
a swift and fitting solution with the help of Human Resources and other members of Management.

Hoping to see this matter dealt with at the earliest,

{Your name}
{Phone number}
Tip: Formal complaints should be strongly worded, but without losing the tone of professionalism. While
putting down your grievances, make sure your email does not end up looking dramatic or undignified. It
is important to state the issues or events causing offence as clearly as possible, but also in brief.

Email sample 4: A response to a query/complaint

Subject: Response to complaint dated {date}

Dear {Name of Complainant},

I would like to apologize for the disappointment caused to you on behalf of the company. I assure you
that your complaint has been forwarded to the concerned department and strict action is being taken to
rectify the situation.

Your satisfaction with our services and your feedback as a client are of the utmost importance to us. I
would be happy to answer any further queries while we look into this matter.

Thank you for your patience.

Best regards,
{Your name}
{Phone number}
{Designation}

Tip: Always keep your tone friendly and reassuring when dealing with complaints and grievances. At no
point in your email, should you attack the sender with any counter-questions or lose the attitude of
formality.

Email sample 5: An announcement or statement

Subject: New member in the team!

Dear all,

I am glad to introduce you to {name of person}, who will be assisting us as an intern for the next 6
months. He is a third-year Economics student at {name of institution}, and is excited about joining the
team.

I hope to see you all welcome him into the office and provide him with your help and feedback wherever
necessary.

Fond regards,
{Your name}

Tip: Convey happiness or excitement in formal emails only with words and appropriate amounts of
punctuation, like the occasional exclamation point.
You Attitude
In professional emails, letters, and reports, emphasizing what readers want or need to know is likely to
generate goodwill and lead to positive results. In professional writing, the "you attitude" means looking
at a topic from the reader's point of view ("you") instead of our own ("me"):

 Me Attitude: I have requested that your order is sent out today.

 You Attitude: You will receive your order by Wednesday.

The "you attitude" is more than a matter of playing with pronouns or even of playing nice. It's good
business.

What's In It for Me?

Put yourself in the reader's place and think about the kinds of emails and letters that you like to receive.
As a client or customer, most of us care about our own interests—that is, "what's in it for me?" This
perspective is so prevalent that it's often shortened to WIIFM, and it's the topic of many articles and
lectures for sales representatives and marketers.

When business writers address their clients' or customers' self-interest first, there's a greater likelihood
that:

 The message will actually be read.

 The reader will feel cared for as a result of reading the message.

 The message will help to forge a stronger business/customer relationship.

Conversely, a message that is crafted from the perspective of "me" (the business) neglects the
customer's self-interest. As a result, it is likely to create more distance between the business and the
customer.

Five Guidelines for Writing with the "You Attitude"

 Establish a good, respectful relationship with your readers by addressing them directly, writing
in the active voice and using the second person (you, your, and yours), not just the first (I, me,
mine, we, us, and ours).

 Try to empathize with your readers. Ask yourself: what do they want, what do they need to
know, and what's in it for them?

 Rather than focus on your product, your service, or yourself, stress how your readers will benefit
from complying with your message.

 Earn the respect of your readers by being courteous, tactful, and gracious.
  And finally, if you're ever tempted to write "it should go without saying," stifle the impulse.

Comparing "Me Attitude" to "You Attitude" Writing

"Me attitude" writing starts with the needs of the business rather than the needs of the customer. For
example compare these two descriptions of the same situation:

 In order to complete our inventory on time, we will be closing early on December 14th. Please
plan to shop early on that day.

 We invite you to shop early on December 14th so we can meet your needs before our early
closing.

In the first case, the writer is asking customers to help out the business by shopping early. In the second
case, the writer is inviting customers to get the products and customer support they need by shopping
early. While the information communicated is the same in both cases (we are closing early), the
message is completely different.

Samples

Job application

Subject : Post of Manager operations.

Dear Sir/Madam

As per the advertisement published on topjob.lk. I have enclosed my CV here for your kind reference.

Best Regards

Rumesh

Reminder about the meeting

Subject : Marketing budget meeting at 3.30

Dear Saman

This is to remind you about the marketing budget meeting at 3,30 pm today at the board room.

Please be on time

Thank you

Secretary
Giving out details

Subject : Regarding Machine no 02145

Dear Charitha

Thank you for your e mail . as you requested Machine no 02145 is available in stocks at the moment.

We would like to invite you to come to our premises and test the machine yourself. To arrange the
demonstration please call to ……… for an appointment .

Please be kind enough to ask any clarification via phone or email.

Thank you very much

Best regards

Rumesh.