How to Write a Formal Email? A Thorough Guide with Templates

You know why you’re writing an email, but you’re stuck on: 

How to write the email?

What’s the right greeting?

How do you make the tone professional yet polite?

How do you get people to actually read and reply?

Writing a formal email isn’t always easy, but here’s the thing: a well-written one can open doors.

It can help you land a job, close big deals, or build long-term partnerships. A good formal email shows clear thinking, respect for your reader’s time, and strong communication skills.

That’s why I talked to industry pros, gathered tips, and created this simple blogpost to help you nail formal emails every time.

TL;DR: What To Expect in This Blog

Here are the primary things you can expect from this blog:

1. What is the meaning of a formal email?
2. When should you send a formal email?
3. The correct format of how to craft a formal email.
4. 14 exclusive examples that will help you to write an email
5. The Dos and Don’ts of writing a formal email.
6. The mistakes that you must avoid while writing a formal email.

Now let’s dive into it and find how you can write the most effective email.

What is a Formal Email?

A formal email is a message you send in a professional setting. Unlike casual texts or friendly emails, a formal one follows a proper structure, polite tone, and respectful language. 

So, it’s the kind of email you’d send to a business prospect, client, boss, teacher, or company, but never a friend.

Think of it as the digital version of a business handshake.

When To Send A Formal Email?

Here are common situations where you should use a formal email:

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Formal Email Writing Format

Writing a formal email that gets read (and replied to) is a skill. The best way to master it is to understand each part of the email and how it works. That’s why I’ve broken it down step by step below.

1. Craft a Clear and Compelling Subject Line

Your subject line is the first thing your reader sees. Keep it short, clear, and relevant. Avoid spammy words like “Free,” “Hurry,” “Urgent” unless it’s truly necessary.

Good Example: Meeting Request: Project Update Discussion – Aug 25

Why it works: It’s clear, professional, and lets the reader know what to expect.

2. Use an Appropriate Greeting

Your greetings will always set the tone of your email. So it’s better to avoid casual starts like “Hey” unless you already know the person well. 

So simply stick to options like:

• Dear Mr./Ms. [Last Name]
• Hello [First Name] (if the relationship is less formal)

Also, it’s better to always write a greeting before your name while starting  the email, otherwise it can look abrupt.

3. Email Content Delivering Value

The body of your email should get to the point quickly. Nobody likes long, rambling emails. So, write in short paragraphs, be clear about your intention, and always offer value.

Tip: End with a clear call-to-action (e.g., “Can we set up a quick 15-minute call next week?”).

4. Add Signature with Relevant Sign-Off

A formal email always ends with a polite sign-off and a professional signature. A Good sign-off would typically include:

• Best regards
• Sincerely
• Thank you

And your signature should include your full name, job title, company, and contact info.

Example Signature:

Luka Pecavar

Co-Founder

Manyreach

lpecavar@getmanyreach.com | xxxxxxx (Phone Number)

5. Proofread Before Hitting the Send Button

Double-check your email content for spelling, grammar, and tone, before you click "Send". That’s because, even a small typo can leave a bad impression. So reading it aloud is a great way to catch mistakes.

Example of a Well-Structured Formal Email

Here is an example of a well-structured email that you can use for your formal outreach.

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14 Examples of Formal Email Templates

Here are 14 real examples you can use for business, corporate, and academic situations. 

Each one of these examples are tailored according to its purpose and will help you to deliver exactly what you want to say.

1. How to Write a Formal Cold Outreach Email

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Analytics:

• Subject Length: 6 words
• Word Count: 65
• Links: 0
• Spamminess: Low

2. Sample Sales Email Template for Prospects

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Analytics:

• Subject Length: 6 words
• Word Count: 65
• Links: 0
• Spamminess: Low

3. How to Write a Business Email That Gets Replies

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Analytics:

• Subject Length: 5 words
• Word Count: 52
• Personalization: High
• Links: 0
• Spamminess: Very Low

4. How to Write an Agency Introduction Email

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Analytics:

• Subject Length: 7 words
• Word Count: 70
• Personalization: Medium
• Links: 0
• Spamminess: Low

5. How to Write a Follow-Up Email to a Company

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Analytics:

• Subject Length: 6 words
• Word Count: 65
• Personalization: Medium
• Links: 0
• Spamminess: Low

6. How to Send a Job Application Email to a Company

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Analytics:

• Subject Length: 7 words
• Word Count: 78
• Personalization: Medium (Job role, company)
• Links: 0
• Spamminess: Very Low

7. How to Send a Formal Complaint Email to a Company

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Analytics:

• Subject Length: 7 words
• Word Count: 63
• Personalization: Medium
• Links: 0
• Spamminess: Very Low
  
  

8. Formal Response to a Support Request

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Analytics:

• Subject Length: 7 words
• Word Count: 70
• Personalization: High (Ticket ID, name)
• Links: 1 (support link, if needed)
• Spamminess: Low

9. Formal Feedback Request Email to Clients

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Analytics:

• Subject Length: 7 words
• Word Count: 64
• Personalization: Medium
• Links: 0
• Spamminess: Low

10. Sample Formal Meeting Request Email Template With Vendor

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Analytics:

• Subject Length: 6 words
• Word Count: 66
• Personalization: Medium
• Links: 0
• Spamminess: Very Low

11. Internal Corporate Announcement Email for New Joinee

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Analytics:

• Subject Length: 6 words
• Word Count: 63
• Personalization: High (Employee name, role)
• Links: 0
• Spamminess: Very Low

12. Sample Invitation Email for Business Events

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Analytics:

• Subject Length: 8 words
• Word Count: 70
• Personalization: Medium
• Links: 1 (RSVP link)
• Spamminess: Low

13. Professional Email Format for Requesting Leave

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Analytics:

• Subject Length: 5 words
• Word Count: 68
• Personalization: Medium
• Links: 0
• Spamminess: Very Low

14. How to Write a Client Apology Email

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Analytics:

• Subject Length: 8 words
• Word Count: 72
• Personalization: Medium
• Links: 0
• Spamminess: Low

Dos & Don’ts Of Writing a Formal Email

You're almost ready, now you just have to remember these Dos and Don'ts and everything will be good to go.

Dos

• Keep subject lines short and clear, which will give your prospects an idea of what you’re talking about.
• Use polite greetings and closings that create a good impression among prospects. 
• Write short paragraphs for readability; get to the point and let your prospects know quickly why you have emailed them.
• Always personalize each of your emails, as it makes your prospects understand that your emails are not generic, and were written for them.
• Always proofread before sending, because errors can ruin prospective business deals.
  
  

Don’ts

• Using slang or emojis, makes you seem unprofessional, and you might lose your deal.
• Overusage of capital letters might generate spam triggers, so avoid them.
• Don’t send without a call-to-action, otherwise how will your prospects visit your page and learn more about your business?
• Don’t include too many links, as definitely invite spam triggers and then your emails will never enter your prospects inbox.
• Don’t ignore formatting; it should look clean, and help you crack the deal.

Common Mistakes Made While Writing a Formal Email

While you write your initial formal emails make sure to avoid these kinds of mistakes:

• Writing vague subject lines: Nobody likes a generic subject line. So personalize them by adding spintags.
• Using the wrong greeting: Greetings matter; so learn how and when and how to use terms like, “Hello”, and “Hi” .
• Making the email too long: Your prospects don’t have the time to read long emails. So keep it short and crisp.
• Forgetting to add a signature: If you don’t sign-off correctly, how would your potential customers know who you are and contact you? So add a formal signature in the end. Along with it, learn to use thanks and regards, so that your emails look professional and respectful.
• Sending without checking for typos: A single typing error can create significant problems between you and your prospects. So always remember to sign-off your email.
  
  

FAQs

How should I begin a professional email?

To start a professional email, here’s the tone that you can follow:

- Start with a greeting like Dear [Name] or Hello [Name].

- Write exactly what you want to say

- Personalize your emails

- Sign-off by leaving your signature and credentials.

What’s the best way to write an email?

Here is the best way to write an email: 

• Keep it short, 
• Must be clear, and polite, 
• Must have a short and effective subject line, greeting, body, and sign-off.

Can you give me a good email example?

The ideal example of a good email is that it should state the purpose clearly, and must not seem vague to the reader. Also, it must not look like you’re hard pitching your products. And that’s how you write a good email.

What are the steps to writing an email?

The proper steps of writing an email are:

1. Subject line

2. Greetings 

3. Body

4. Sign-off

5. Proofread

How can students write formal emails?

As a student you can write a formal email by keeping the tone respectful, and explaining the purpose clearly. Also, do remember to always end your email with thanks.

How do I send an email to a company?

Start by introducing yourself, and then state your purpose, and always remember to ask a clear question or request. And never forget to end your email with your signature.

How do I write an email for an interview?

For an interview, here is the tone you should follow to write a letter: be polite, explain your request briefly, and mention any deadlines.

Conclusion

Learning how to write email properly can make or break your professional communication. A clear subject line, respectful greeting, value-driven body, and polite sign-off can help you connect with clients, bosses, and colleagues in the best way possible.

Whether it’s a cold pitch, a follow-up, or a job application, the right formal email can change your career. So take these tips, templates, and best practices, and start writing emails that actually get replies.

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