How to Write a Formal Email with Examples and Templates

Writing a formal email can be a bit daunting to many of us, often leading us to procrastinate. Why? Because writing a formal email can be a little uneasy — especially when you want to reach out to someone you don’t know. It requires professionalism and attention to detail to sound different from casual communications. 

But no matter how uncomfortable you feel, the truth is that knowing how to write a formal email can help you in many different situations in your professional life. These emails are great for leaving a strong impression on people you don’t know or those in positions of power. You can use formal emails to come across as professional and respectful rather than overly casual. 

We’ll walk you through the pain points and the best practices of writing formal emails. Plus, our ready-to-use samples and examples for various scenarios will help you write excellent formal emails right away.

What Is a Formal Email?

First things first, what is a formal email?

A formal email is typically sent to someone you don’t know well or someone in a position of authority. Unlike informal emails, which might be written to friends or colleagues in a casual tone, formal emails require a higher degree of structure, language precision, and politeness. 

Most people and organizations use formal emails to communicate important information, make requests, submit applications, or respond to business inquiries. 

Whether you want to write a formal thank you email, want to reach out to a new contact, or communicate with a higher-up in your organization, the tone and structure of your email should reflect respect and professionalism.

When to Write a Formal Email

Knowing when to write a formal email is just as important as knowing how to write one. In professional settings, the formality of your email should match the context of the communication. 

Here are some situations where it is a good idea to write a formal email:

1. Job Applications and Cover Letters: A well-written formal email can significantly improve your job application. It’s your opportunity to showcase your professionalism from the outset;
2. Business Communications: When communicating with clients, partners, or stakeholders, it’s essential to stick to a formal tone. This includes sending proposals, meeting requests, and follow-up emails;
3. Academic Correspondence: Whether you’re emailing a professor, applying to a university, or submitting a research proposal, formal emails are standard in academic environments;
4. Legal and Financial Matters: If you’re dealing with legal, financial, or contractual issues, a formal email will make the recipient take you seriously;
5. Official Requests: If you need to make a request to someone in a position of authority or responsibility, a formal email is the best way to go about it. 

What to Include in a Formal Email

Writing a good formal email involves more than just using polite language. 

Here are the essential components you should consider to ensure your email is both professional and effective:

1. Subject Line: Your subject line should be clear and concise, giving the recipient a brief idea of what the email is about. Avoid vague phrases and instead focus on the crux of your message;
2. Formal Email Greetings: Always start your email with a formal greeting that addresses the recipient respectfully. Common greetings include “Dear [Name],” or “Hello [Title and Last Name].” If you’re unsure of the recipient’s name, “Dear Sir/Madam” is acceptable;
3. Email Opening Line: Your opening line should set the tone for the rest of the email. A formal email often begins with a polite introduction, such as “I hope this message finds you well,” or “I am writing to inform you about…” Knowing how to introduce yourself in an email can help increase response rates;
4. Main Body: This is where you convey your message. Make sure to be clear and direct, sticking to the purpose of the email. Also, it is a good idea to write short paragraphs to improve readability;
5. Formal Email Closing: End your email with a formal closing, such as “Sincerely,” “Best regards,” or “Yours faithfully.” Follow this with your name and, if applicable, your title and contact information;
6. Email Signature: An email signature is a professional way to close your email. It should include your full name, job title, company name, and contact details. It is also a good idea to include your LinkedIn profile or company website in your signature.

What Not to Include in a Formal Email

To maintain professionalism, avoid the following in a formal email:

1. Casual Language: Avoid slang, colloquialisms, or overly casual phrases. Formal emails require a tone that is respectful and professional;
2. Humor or Jokes: While a touch of humor can be appropriate in certain informal settings, formal emails are not the place;
3. Emojis and Abbreviations: Just as humor or jokes, emojis have no place in a formal email. Stick to standard language and punctuation;
4. Overly Long Sentences: Keep your sentences concise. Long, rambling sentences can make your email difficult to read and may dilute the impact of your message;
5. Negative or Aggressive Language: Even if you’re addressing a complaint or issue, maintain a polite and neutral tone. Avoid sounding confrontational or overly critical;
6. Unnecessary Details: Stay focused on the main point of your email. Including too much information can confuse the recipient and distract from your message;
7. Attachments Without Mentions: Always mention any attachments in the body of the email and ensure they are in a format easily accessible to the recipient (e.g., PDF, DOCX);
8. Personal Anecdotes: Keep the content of your email professional. Avoid sharing personal anecdotes or opinions that are not relevant to the message.

How to Write a Formal Email

For starters, make sure to start your formal email with a clear subject line. 

Examples: “Meeting Request: Project Update on August 15th” or “Application for Marketing Manager Position.”

Next, begin your email with a polite greeting. 

For instance, if you know the recipient’s name, you can write “Dear [Name].” 

If not, “Dear Sir/Madam” can do the job.

The first line of your email, also called the email open line, should set the tone for your message. A good example might be, “I hope this email finds you well,” or “I am writing to follow up on our previous conversation.”

In your email body, always try to get straight to the point. Use short paragraphs and bullet points if necessary to make your message easy to read. 

Finally, end your message with a polite closing statement. 

For example, “Thank you for your time and consideration. I look forward to your response.” 

Follow this with a formal email sign off, such as “Sincerely,” or “Best regards.”

Formal Email Format

It is always best to follow a certain formal email format to ensure professionalism in your communication. Knowing how to start a formal email and how to end a formal email are key aspects of the format.

Here’s a sneak peek into a typical formal email format that many professionals follow:

1. Subject Line: Clear and concise;
2. Formal Email Greetings: Respectful and polite;
3. Email Open Line: Polite introduction or context;
4. Main Body: Clear, concise, and to the point;
5. Formal Email Closing: Polite closing statement;
6. Email Sign-Off: Formal and appropriate to the context;
7. Email Signature: Complete with contact information.

Formal Email Templates

Sometimes, you need a little inspiration to get started writing a great formal email. The good news is that we’ve got you covered with our formal email templates that you can use in various professional situations.

Check out the templates below and pick the sample of how to write a formal email that suits your situation or needs.

How to Write a Formal Email to a Teacher

Subject: Request for Meeting to Discuss [Topic]

Dear [Teacher’s Name],

I hope you are doing well. I am writing this email to schedule a meeting to discuss [Topic]. I am available on [Date and Time] and would appreciate your guidance on this matter.

Thank you for your time and consideration.

Best regards,

[Your Name]

How to Write a Formal Email to a College

Subject: Application for [Course/Program Name]

Dear Admissions Officer,

I am writing to formally apply for the [Course/Program Name] at [College Name]. Attached are my application documents. Please let me know if any additional information is required.

Thank you for considering my application.

Sincerely,

[Your Name]

How to Write a Formal Email to a University

Subject: Inquiry About [Course/Program Name]

Dear [Department In-charge’s Name or Title],

I am interested in learning more about the [Course/Program Name] offered at [University Name]. Could you please provide me with more details on the application process and deadlines?

Thank you for your assistance.

Yours faithfully,

[Your Name]

How to Write a Formal Email to a Professor

Subject: Request for Meeting – [Course Name]

Dear Professor [Last Name],

I hope this email finds you well.

I am a student currently enrolled in your [Course Name] class. I am writing to request a meeting to discuss [Reason for meeting, e.g., my progress in the course, an upcoming assignment, or seeking clarification on a particular topic].

I am available to meet on [List of dates and times]. Please let me know if any of these options work for you, or if there is another time that would be more convenient.

Thank you for your time and consideration.

Sincerely, 

[Your Name]

How to Write a Formal Email for Job Application

Subject: Application for [Job Title] Position

Dear [Hiring Manager’s Name],

I came across your job advertisement on [Job Board] for the [Job Title] position at [Company Name]. With [Number] years of experience in [Industry/Field], I am interested in becoming a part of your team.

[Briefly highlight your relevant skills and experiences]

Please find attached my resume for your review.

Thank you for considering my application. 

I look forward to an interview.

Sincerely, 

[Your Name] 

[Contact Information]

How to Write a Formal Email to a Company

Subject: Inquiry About [Product/Service]

Hello [Recipient Name],

I am writing to inquire about [Product/Service/Information]. I am interested in [Reason for inquiry, e.g., learning more about your product, requesting a quote, or seeking information about a specific service].

[Provide additional details about your inquiry if necessary]

I would appreciate it if you could provide me with more information or direct me to the appropriate department.

Thank you.

Sincerely, 

[Your Name] 

[Contact Information]

How to Write a Formal Email to a Boss

Subject: [Subject Line – Clear and concise]

Dear [Boss’s Name],

I am writing to [State the purpose of your email, e.g., request a meeting, provide an update, or seek clarification].

[Clearly and concisely explain the reason for your email]

I would appreciate it if you could give me the opportunity to discuss it in detail. Please let me know if you are available to meet on [List of potential dates and times].

Thank you for your time and consideration.

Sincerely, 

[Your Name] 

[Your Position]

How to Write a Formal Email to an Organization

Subject: [Clear and relevant subject]

Dear [Recipient’s Name],

I am writing to [State the purpose of your email, e.g., express interest in volunteering, inquire about membership, or request information about a program].

[Provide additional details about your inquiry or interest]

Thank you for your assistance.

Sincerely, 

[Your Name]

Formal Email Examples

To further help you learn how to write a formal email, here are some examples that illustrate the concepts we’ve discussed. Note that these examples use imaginary names and details for illustration purposes.

How to Write a Formal Invitation Email for an Event

Subject: Invitation to Speak at the Annual Marketing Conference

Dear Dr. Emily Harris,

I hope this email finds you well. On behalf of QuantumLeap Innovations, I am pleased to invite you to speak at our Annual Marketing Conference on September 20th. 

Given your outstanding contributions to the field of digital marketing, we believe your insights would be incredibly valuable to our attendees. Your experience in driving successful marketing strategies and your innovative approach to industry challenges make you an ideal speaker for our event.

The conference will bring together marketing professionals, industry leaders, and innovators, and we are confident that your presentation will be one of the highlights. We would be honored to have you share your knowledge and inspire our audience.

Please let us know if you are available. 

We would be happy to discuss further details.

Best regards,

John Doe
Event Coordinator
QuantumLeap Innovations

How to Write a Formal Email to Multiple Recipients

Subject: Project Update: Next Steps

Dear Team,

I hope everyone is doing well. 

I would like to provide a progress report on the current status of the project. And since we are nearing the final stages, I would like to discuss the next steps during our meeting on August 15th.

Please let me know if you have any questions or concerns.

Sincerely,

Jane Smith
Project Manager

How to Write a Formal Email for a Request

Subject: Request for Extension on Report Submission

Dear Mr. Thompson,

I hope this message finds you well. 

I am writing to request an extension on the report submission due on August 10th. Due to unforeseen circumstances, I need additional time to ensure the report meets our standards.

Thank you for your understanding.

Best regards,

Emily White
Financial Analyst

How to Write a Formal Resignation Email

Subject: Resignation Notice – Michael Green

Dear Mr. Brown,

I hope this email finds you well. 

Please accept this email as formal notification of my resignation from my position as Sales Executive at Dripify, effective 20 June 2025. I appreciate the opportunities I have had during my time here and will ensure a smooth transition.

Thank you for your support and understanding.

Sincerely,

Michael Green
Sales Executive

How to Send Formal Emails with Dripify

Writing formal emails requires attention to details, but sending emails just got easier with Dripify. Dripify email automation tool simplifies the process with a range of features designed to save you time and boost your success.

How Dripify Works

1. Connect Your Email: Begin by linking your email provider to Dripify. This allows to send emails on your behalf;
2. Gather Your Contacts: Input your recipients’ email addresses manually or effortlessly extract them directly from LinkedIn using Dripify LinkedIn Scraper;
3. Create Your Message: Choose from our pre-written formal email templates or let our AI writing assistant help you create a hyper-personalized email from scratch;
4. Send with Confidence: Review your email and click save. Dripify handles the rest, ensuring your message reaches your intended audience promptly.

Conclusion

A well written formal email is very important whether you’re reaching out to potential employers, clients, or colleagues. It’s no secret that email is a cornerstone of professional communication.

While the complexities of email etiquette can be challenging to adhere to, this guide covers everything you need to write a good formal email. 

Besides the tips and best practices, our formal email examples and samples will help you write clear, concise, and impactful emails.

A well-structured formal email includes a clear subject line, appropriate greetings, a focused main body, and a polite closing. Plus, make sure to avoid the common pitfalls as explained above so that your emails convey the professionalism and respect required in any business or academic setting.

And don’t forget, with Dripify email automation tool, sending formal emails has become even more seamless. Try Dripify free trial now!