Writing a Formal Email

In a business context, writing formal emails is essential for effective communication with
clients, colleagues, and other professionals. Whether you're sending a job application,
following up on a meeting, or responding to a customer inquiry, it's crucial to maintain
professionalism and clarity in your email correspondence. Below are some tips and
examples to help you write effective formal emails.

1. Subject Line: The subject line should be clear, concise, and relevant to the content
of the email. It should provide a brief summary of the email's purpose to ensure that the
recipient understands its importance. Examples:
• Job Application: "Application for [Position Title] - [Your Name]"
• Meeting Follow-Up: "Follow-Up on Meeting Discussion - [Date]"
• Inquiry About Services: "Inquiry About [Product/Service] - [Your Company
Name]"

2. Salutation/Greeting: Start your email with a polite and appropriate greeting. Use the
recipient's title and last name if known, or use a generic salutation such as "Dear
Sir/Madam" if you're unsure. Examples:
• "Dear Mr. Smith,"
• "Dear Ms. Johnson,"
• "Dear Hiring Manager,"

3. Body: The body of the email should be clear, concise, and well-structured. State the
purpose of your email in the opening sentence and provide relevant details in
subsequent paragraphs. Use proper grammar, punctuation, and formatting to enhance
readability. Examples:
• Job Application: "I am writing to express my interest in the [Position Title]
advertised on your company's website. I have attached my resume for your
review."
• Meeting Follow-Up: "Thank you for meeting with me yesterday to discuss [topic].
I appreciated the opportunity to learn more about your company's goals and
objectives."
• Inquiry About Services: "I am writing to inquire about the services offered by your
company. Could you please provide more information about [specific service]
and your pricing options?"

4. Closing: Conclude your email with a professional closing and your full name. Use
phrases such as "Sincerely," "Best regards," or "Yours faithfully" followed by your name.
Examples:
 • "Sincerely, [Your Name]"
• "Best regards, [Your Name]"

5. Signature: Include your full name, job title, company name, and contact information
(optional) in your email signature. This provides additional context and makes it easier
for the recipient to identify you. Example:
• John Smith Marketing Manager ABC Company Phone: (555) 123-4567 Email:
[Link]@[Link]

Sample Formal Email Template:

Subject: Application for [Position Title] - [Your Name]

Dear Hiring Manager,

I am writing to express my interest in the [Position Title] advertised on your company's

website. I have attached my resume for your review.

I have [mention relevant experience or qualifications] and believe that I would be a

valuable addition to your team. I am particularly impressed by [specific aspect of the
company or job listing].

Thank you for considering my application. I look forward to the opportunity to discuss
how my skills and experience align with the needs of your organization.

Sincerely,
[Your Name]

Do's Don'ts
Don't use vague or irrelevant subject
Use a clear and concise subject line. lines.
Address the recipient politely and Don't use informal greetings or
appropriately. nicknames.
Start with a courteous salutation (e.g., Don't skip the salutation or use "Hey" or
"Dear [Recipient's Name],"). "Hi."
Clearly state the purpose of the email in Don't include unnecessary or irrelevant
the opening. information.
Do's Don'ts
Use professional language and tone Don't use slang, emojis, or informal
throughout the email. language.
Break the content into paragraphs for
readability. Don't write long, dense blocks of text.
Proofread your email for grammar, Don't send the email without
spelling, and punctuation errors. proofreading.
Provide any necessary follow-up Don't forget to express gratitude or
instructions or requests. courtesy in the closing.
End with a professional closing (e.g.,
"Best regards," "Sincerely,") followed by Don't use overly casual or
your name. unprofessional closings.
Include your full name, job title, and Don't omit your signature or contact
contact information in the signature. information.

Types of email:
Making a request or Asking for information
Use the word like ‘kindly’, ‘please’, ‘would like’ whenever they are suited.
Use these sentences:
“Could you please let me know if you can attend …”
“Could you please let me know if you are available for a meeting on 12th of December.”
“I would like to inquire for your kind consideration for ….”
“I would like to ask for your kind permission to allow me to …”

Offering help or Giving information

Give respect to the other person while giving information.
Do not make it look like you are showing off that you know better.
Try these sentences:
“We are delighted to let you know that ….”
“We are glad to inform you that …”
“Should you need further information please feel free to contact me via this email.”
“Please contact me if you need further information.”
“In case there is any need of assistance, please contact me via this email.”

Complaining about something

You may use strong and appropriate words.
Never ever be rude or offensive to the receiver.
Use these phrases
“I’m writing to complain about…”
“I feel sorry to write this complain but it is necessary to inform you that …”
“I regret to say that I am completely not satisfied with the service I got yesterday.”
“I am tremendously dissatisfied with the service I got from your shop this evening.”
“I would like to request for a full refund for the damage caused during the delivery
of the product.”

Apologizing
Be sorry and apologize politely.
Use these phrases:
“I’m sorry to inform you that…”
“I regret about my recent behavior to you”
“I would like to apologize for any inconvenience caused.”
“Please accept my apology for the delay in delivery.”
“The company will take full responsibility for the damage caused on your product.”
“I will see to it that this kind of event will never happen again in the future.”

Attaching files
It is a must to mention in the email when you have attached the files or images with
this email
Use these phrases
“Please see the file attached in this email….”
“The file has been attached in this email…”
“Please find the attached file as for your request”
“I have attached my CV in this email for your consideration:

Use of powerful and polite words

Instead of this Use this
I want to I would like to
I want to ask you about the event I would like to inquire you regarding the
event
I want to have permission I would like to inquire for the permission
I am sorry I apologize
I am very sorry I sincerely apologize
I want to ask you to do this for me I would like to request you to kindly do
this for me
I am sorry if I troubled you I apologize for any inconvenience
caused.
I want you to think about allowing this I would like to request for your kind
consideration
Ending the letter
The letter always ends with formality. There are several endings you may choose
– Regards,
– Best regards,
– Thanking you,
– Warm regards,
– Kind regards,
– Thank you for your consideration,
- Sincerely,
– Sincerely yours,
– Affectionately yours,
– Yours cordially,
– Respectfully yours,
– Yours faithfully,
– Yours truly,

Exercise:

Write a Complaint Letter:

• Topic: Addressing a complaint about a product or service received from a
company.
• Content: Describe the issue or problem encountered, explain how it has affected
you or your business, provide relevant details such as order number or purchase
date, request a resolution or compensation, and suggest a timeframe for
response.
• Example: Complaint Regarding Defective Product Received from ABC
Electronics.

Write a Request for Information Letter:

• Topic: Seeking information or clarification from a company about a product,
service, or policy.
• Content: Clearly state your request for information, provide context or
background if necessary, ask specific questions, and include your contact details
for a response.
• Example: Inquiry About Pricing and Availability of Office Supplies.