Writing and Speaking

Email Writing – Format & Samples

When we talk about email writing format know well, formal emails are often required. In some business scenarios, a professional email is the best option. If you’re unsure whether to write a formal or informal email, the former is usually preferable.

You’ll learn how a professional email varies from an informal email in this post. We’ll show you how to distinguish between casual and formal email communications by using samples of key elements of an email. We’ll also demonstrate how to create a formal email, format a formal email, and send a formal email appropriately. You’ll also discover how email signature templates can improve the effectiveness of your official emails.

What Is a Formal Email?


A formal email is usually sent to someone you don’t know well or who has control over you. Your lecturer, a public figure, or even a company with which you do business are all people to whom you might write a formal email.

If your employment is formal, utilize formal emails to communicate with your supervisor and coworkers unless otherwise instructed. Many businesses are becoming more informal, and this trend is often reflected in email communications. Ask if you’re unsure about what’s appropriate for your workplace.

Casual Versus Formal Email: What’s the Difference?


A formal email is not the same as a casual email. A casual email is frequently sent to someone you know well—often a friend or family member with whom you have a good relationship. You don’t need to worry as much about format and tone while sending a casual email.

In truth, the format of a formal email differs from that of a casual email. A formal email has a well-defined structure, including a salutation (the email’s first sentence), signature section, first sentence, and body.


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2. Writing a Formal Email


While an informal email can usually be sent quickly, composing a professional email requires a little more thinking and time. Each email piece must be given careful study.

Let’s take a deeper look at some common aspects of a professional email with that in mind:

Subject Line


The subject line is the first thing the reader sees when they open their email. Your email may not be viewed if the subject line is deceptive or has missing information. It’s possible that the message will end up in spam. Your subject line should be more detailed the more formal your email is. However, don’t make your subject line overly long.



The salutation is addressed directly to the individual to whom you’re sending the email. It’s always included in formal email messages, although it’s occasionally left out in casual ones. Here are some official and informal salutations to consider:




When sending a professional email, the sender is frequently required to introduce themselves. Informal emails, on the other hand, are sent to someone you know without the requirement for an introduction.



The body of a professional email usually elaborates on the email’s objective. In a casual email, elaboration may not be required. In a formal email, it’s crucial to write clearly and concisely, even if the body contains detailed information. Remember that your reader may not know who you are or what you’re talking about. You don’t want your email recipient to miss something important.




It’s just as important how you close a formal email. Because your email closure is the last thing your receiver sees, it has the potential to make a lasting impression.

Because it should include your full name, contact information, and title, a good formal email conclusion also reminds the reader who you are (if appropriate). Use a professional signature template if you can for added effect.

Formatting and Structuring a Formal Email


Although many informal emails are unstructured, the type and organization of your formal email are crucial. A professional email should have all of the following features at a minimum:


  • Subject line. Be specific while remaining concise. The perfect subject line, according to many experts, is six to 10 words long.
  • Salutation. If ever possible, address the recipient by name. When necessary, use proper words. For example, instead of writing Hey Professor Smith, write Dear Professor Smith.
  • Body text. This section discusses the email’s main message. Use good grammar and entire sentences in a formal email.
  • Signature. Your email should end on a formal one, not a casual one. Make sure to include both your first and last names. Use the title of the person you’re sending the email to if you’re writing on behalf of an organization.

End Words

You now have all of the information you’ll need to compose each section of an official email. Because professional emails are sometimes written in a formal style, formal emails are extremely similar to professional emails. The same criteria apply to formal emails as they do to professional emails.



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