When to Use Formal Email
Formal emails are required when communicating with someone you don't know, someone in a senior position, or in official business contexts.
Key Scenarios:
- Job Applications
- First contact with a client
- Emailing executives or professors
- Legal or official complaints
- Resignation letters
Formal Email Checklist
Professional Address
Use an email address like [email protected], not [email protected].
Correct Salutation
Use "Dear Mr./Ms. [Last Name]". Avoid "Hi" or "Hey".
Standard English
No slang, emojis, or text-speak (lol, thx). Use complete sentences.
Formal vs. Informal: The Difference
Informal (Don't do this)
Hey John,
Just checking in on that thing we talked about. Need it ASAP!! Thx.
- Mike
Formal (Do this)
Dear Mr. Smith,
I am writing to follow up on our discussion regarding the quarterly report. Could you please provide an update on its status by Friday?
Sincerely,
Michael Johnson
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Related Professional Email Resources
The Complete Guide to Writing Formal Emails
Formal emails are essential for professional communication, especially when reaching out to people you don't know well, addressing senior professionals, or handling official matters. Master the art of formal email writing with this comprehensive guide.
When to Write a Formal Email
Not every email needs to be formal, but knowing when formality is required is crucial for professional success. Use formal emails in these situations:
- Job Applications: Cover letters, interview follow-ups, and recruiter communications
- First Contact: Initial emails to new clients, partners, or professional contacts
- Executive Communication: Emails to CEOs, directors, or senior management
- Official Requests: Formal requests, complaints, or legal correspondence
- Academic Communication: Emails to professors, administrators, or institutions
- Government & Institutions: Communication with official bodies or agencies
Formal Greetings
- • "Dear Mr./Ms. [Last Name],"
- • "Dear Dr. [Last Name],"
- • "Dear Hiring Manager,"
- • "Dear Sir or Madam,"
- • "To the [Department] Team,"
Formal Closings
- • "Sincerely,"
- • "Best regards,"
- • "Respectfully,"
- • "Yours faithfully," (UK)
- • "Kind regards,"
Avoid These
- ✗ "Hey," or "Hi there,"
- ✗ "What's up,"
- ✗ "Cheers," or "Thanks!"
- ✗ First names (unless invited)
- ✗ Emojis or casual language
Formal Email Structure
Subject Line
Application for Marketing Manager Position - John Smith
Greeting
Dear Ms. Johnson,
Opening Paragraph
State your purpose clearly. Reference how you found them or why you're writing. Keep it to 1-2 sentences.
Body Paragraph(s)
Provide details, context, or supporting information. Use clear paragraphs for different points. Be thorough but concise.
Closing Paragraph
Thank them, state next steps, or make a polite request. Include any deadlines or expectations.
Sign-off
Sincerely,
John Smith
Marketing Professional
[email protected]
Formal Email Language Tips
- • Avoid contractions: Write "I am" instead of "I'm", "do not" instead of "don't"
- • Use complete sentences: Never start with "Just wanted to..." or "Quick question..."
- • Be indirect when appropriate: "I was wondering if..." is more formal than "Can you..."
- • Use passive voice sparingly: "The report was submitted" vs "I submitted the report"
- • Avoid slang and abbreviations: No "ASAP", "FYI", or casual phrases
Formal vs. Semi-Formal vs. Informal
| Element | Formal | Semi-Formal | Informal |
|---|---|---|---|
| Greeting | Dear Mr./Ms. Smith, | Hi John, | Hey John! |
| Contractions | Never | Sometimes | Always |
| Closing | Sincerely, | Best regards, | Cheers, |
| Use Case | Job applications, executives | Colleagues, regular clients | Close friends, team chat |
Common Formal Email Phrases
Opening Phrases
- • "I am writing to inquire about..."
- • "I would like to express my interest in..."
- • "I am reaching out regarding..."
- • "Please allow me to introduce myself..."
Request Phrases
- • "I would be grateful if you could..."
- • "Would it be possible to..."
- • "I kindly request that..."
- • "At your earliest convenience..."
Closing Phrases
- • "Thank you for your time and consideration."
- • "I look forward to hearing from you."
- • "Please do not hesitate to contact me."
- • "I appreciate your prompt attention to this matter."
Apologizing/Declining
- • "I regret to inform you that..."
- • "I apologize for any inconvenience..."
- • "Unfortunately, I am unable to..."
- • "I must respectfully decline..."
Frequently Asked Questions
Everything you need to know about Formal Email
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When should I stop using formal language?
You can switch to a more semi-formal tone (e.g., 'Hi [First Name]') once the other person does so, or after you have established a working relationship.
Is 'To Whom It May Concern' still used?
It is outdated. If you don't know the name, use 'Dear Hiring Manager' or 'Dear [Department] Team'. If absolutely necessary, 'Dear Sir/Madam' is still safer than 'To Whom It May Concern'.
Can I use contractions in formal emails?
It's best to avoid them (use 'I am' instead of 'I'm') in very formal contexts like legal letters or job applications. In standard business formal, contractions are generally acceptable.
What's the difference between formal and semi-formal emails?
Formal emails use 'Dear Mr./Ms. [Last Name]' and avoid contractions. Semi-formal uses 'Hi [First Name]' and allows some contractions. Both maintain professional language.
How do I address someone whose gender I don't know?
Use their full name: 'Dear Alex Johnson,' or their title: 'Dear Hiring Manager,' or 'Dear Customer Service Team,'. Avoid assuming gender.
What closing should I use in a formal email?
Use 'Sincerely,' 'Best regards,' or 'Respectfully,' for most formal emails. 'Yours faithfully' is used in British English when you don't know the recipient's name.
Should I include my title in formal emails?
Yes, include your full name, title, company, and contact information in your signature. This establishes credibility and makes it easy for recipients to respond.
How formal should a job application email be?
Very formal. Use 'Dear Mr./Ms. [Last Name]' or 'Dear Hiring Manager,' avoid contractions, use complete sentences, and proofread carefully. First impressions matter.
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