formal business email format

Formal Business Email Format – Complete Guide

(Last Updated On: April 20, 2021)

Need to know how to write a formal business email format? If you are accustomed to writing a casual email to friends and family, you do not know how to write a formal email correctly. This article will give an overview of Formal Business Email Format.

Formal Business Email Format

Don’t worry. You’re not alone. Many people struggle with writing a formal email. This article will help.

Formal emails are often called when you’re sending emails to someone you don’t know. A formal email is also the right choice for some business situations. If you are not sure whether to send a formal or informal email, it is best to send a formal message.

A business letter is a formal document that is often transmitted from one company to another or from a company to its clients, employees, and stakeholders. Business letters are also used for professional communication between individuals.

Although email is the most common form of correspondence, printed out business letters are still used for many important, serious types of correspondence, including significant terms, employment verification, job offers, and more.

Effective, polished business letter writing can be a worthwhile pursuit, as long as you don’t adhere to established rules for formatting and language.

Understand that your recipient reads a significant amount of correspondence on a regular basis and will favor well-executed letters with typos and grammatical errors. A good rule of thumb is to proofread it twice and then review it with a colleague to make sure nothing is missed.

About a formal business email format

Each section of your letter must comply with your contact information and your recipient’s appropriate format, starting with it; Greetings; Body of the letter; Close; And finally, your signature.

How to Write a Formal Email

Are you ready to learn how to write a formal email? (Graphic source)

In this article, you will learn how a formal email differs from a formal email. We will provide examples of different parts of an email so that you can see the difference between informal and formal email messages.

How to properly write a formal email, format a formal email, and send a formal email show Also, you will learn how email signature templates can further impact your formal email.

Find more helpful email tips and professional tips about the ultimate guide to our free eBook, Inbox Zero Mastery.

Now let’s start learning all about how to write formal emails:

1. What is Normal Email?

A formal email is usually sent to someone you do not know well or to someone in authority. Examples of how you can send a formal email to include your professor, a government official, or even a company you’re doing business with.

If you have a formal environment at work, use formal emails with your boss and coworkers unless you want to do otherwise. Many workplaces are moving toward more casual environments and this often carries over to email communications. If you’re not sure what’s appropriate for your workplace, ask.

Formal Versus Formal Email: What’s the Difference?

A formal email is different from a casual email. A casual email usually goes to someone you know well – often it is someone you are on good terms with, such as a friend or family member. When sending a casual email, you don’t need to worry too much about the structure and tone.

In fact, a formal email is a part of what makes a casual email different. A formal email has a very defined structure, a body with a specific greeting (email body), the signature section, the opening sentence, and the body.

You use language differently in a formal email than in a casual email. Avoid using overviews, contractions, slangs, emoticons, and other informal terminology. The tone of the formal email is also different. An informal email can’t even use complete sentences or exact grammar, but a formal email is always there.

Here are examples of Formal Business Email Format languages:

The meeting is scheduled for 9:30 am on December 5. All students must attend. Your project needs updates.

Compare the formal language with the informal email language in this email:

Required Meeting – December 5, 9:30 am Update required. Look there πŸ™‚

Both statements share the same information. However, the first tune is much more formal. Notice the unfinished sentences, slander, and emoticon in the informal example.

2. Writing a Formal Email

While an informal email can often be sent quickly, writing a formal email usually takes a little more thought and a little more time. Each email element needs to be carefully considered, as a part of Formal Business Email Format.

Business letter format

Below is the traditional business letter format, how to frame it based on your relationship with the reader, and what your desired outcome is.

Your contact information

Your name
Your job title
Your organization
Your address
City (*): State (*): ZIP Code
Your phone number
Your email address


You are the date of writing the letter

Recipient contact information

Their names
Their title
Their company
Company address
City (*): State (*): ZIP Code


If you are unsure what you are addressing, use “with whom it may concern”.
Use the official greeting “Dear Mr. / MS. / D. [Designation], “If you don’t know the recipient.
Use “Dear [First Name]” only if you have an informal relationship with the recipient.

Body: The basics of layout

Use single-spaced lines after the salute and with a space added between each paragraph at the end.

Left justify your letter (as opposed to the left margin).

To hit the right tone

Make the purpose of your letter simple and clear with the target language, keeping the opening paragraph short. You can start with, writing in the context of “I…” and “From there, just communicate what you need to say.”

Be clear and concise

The best way to get your reader’s attention is to keep the letter short and easy.

The next paragraph should include information that gives the reader a full sense of your purpose (s), but sentences and unnecessarily long words can be avoided. Again, keep it short to keep their attention.

If your purpose is to persuade the recipient in any way, whether that be investing money, giving you a reference, hiring you, partnering with you, or solving a problem, make a compelling case for your cause.

For example, if you want readers to sponsor a charity event, identify any overlap with their organization’s indirect goals. Trust the reader that will help you to be mutually beneficial and increase your chances of winning their support.

The salute is off

Keep your closing paragraph in two sentences. Simply repeat your reason for writing and thank the reader for considering your request. Here are a few good options for your finish the Formal Business Email Format:

Yours sincerely,
Yours faithfully,
With kindness,

If your letter is less formal, consider using:

Good luck
The best

Your signature

Enter your signature at the bottom right of your completion, and leave four single spaces between your completion and the full name, title, phone number, email address and any contact information you want to include.

Use the following format:

Your handwritten signature

Type full name
The title
Business letter examples

You can use this business letter sample as a model. Download the template (compatible with Google Docs and Word Online) or read the text version below.

B The Balance 2018

With that in mind, let’s take a closer look at a few common elements of a formal email:

The subject line of the Formal Business Email Format

The subject line is what the reader sees in their inbox. If the subject line contains confusing or missing information, your email cannot be read.

The message can even be sent to Spam. The more formal your email, the more detailed your subject line should be. But be careful not to lengthen your subject.

Here is an example line of a formal email subject:

Required Student Meeting: December 5, 9:30 pm

Compare content with this informative email subject:

Upcoming meeting

Notice that the first subject line is more informative and complete. The informal subject line sent by someone you know well just barely touches on the subject.


The email you are sending is directly greeted. It is always used in formal email messages but is sometimes skipped in informal messages. Here are some examples of formal and informal greetings:

If you send an email to a group, address the whole group. Here’s an example:

Dear Student,

If you also got the name of the person you want to send the email to, it is advisable to use their name with any title of that person. Here is a sample formal greeting for a person:

Dear Professor Smith,

If you do not know the name of the person you are trying to reach, you should make every effort to discover that information. As a last resort, addressing the email in the title of the person you are hoping to reach is not exactly (but less effective). Here is an example of a formal greeting without a name:

Dear Human Resources Director,

In rare instances where you don’t know a person’s name or surname, it’s okay to use this greeting:

To which,

Distinguish between examples of formal greetings with the following informal greetings:
Informal greetings for a group

Hey class!

Informal greetings for a person

Hello Taylor,

As you can see, the formal and informal samples are very different.

The sender often needs to introduce them to open a formal email. In contrast, an informal email is sent to someone you know and does not require identification.

Here is an example of a formal email opening:

My name is Jordan Smith. I am a professor of statistics at XYZ University. This message is for all current students.

formal business email format

In this article, you’ll find more examples of email opening:


The body of a formal email usually expands on the purpose of the email. An informal email may not require an extension.

Although the body contains detailed information, it is important to write clearly and concisely in a formal email.

Remember that your readers are not familiar with you and may not be familiar with your topic. You don’t want your email recipients to misunderstand an important point.


Equally important is how you finish a formal email. Email Closure Since your recipient shows the latest item, closing your email can leave a lasting impression.

A good formal email completion reminds the reader as it should include your full name, contact information, and title (if appropriate). If you can, use a professional signature template for added effects. (Learn more about signature templates in the next section))

In contrast, closing an email can be extremely casual for an informal email. In some cases where the recipient knows you best, you can skip closing the email.

The most common way to start closing a formal email is with the word “sincerely.” This may be a simple termination, but it is a safe end.

Here is an example of a Formal Business Email closing Format:


Jordan Smith
Professor of XYZ College Statistics
[Email address goes here]
[Phone number goes here]

You now have the information you need to write each section of a formal email. General emails are very similar to professional emails, as professional emails are often written in a formal style.

The policies that apply to professional emails are also effective for formal emails. Learn how to write effective professional emails in this tutorial:

3. A formal email format and structure

After a lot of informal emails are structured, how you format and format your formal email is important. At a minimum, a formal email should contain all of the following elements:

  • Subject line. Be specific, however brief. Many experts agree that the standard subject line is six to ten words long
  • Greetings. If possible, address the recipient by name. Use respectfully as appropriate Use For example, enter Dear Professor Smith, not Hey.
  • Original text. This section explains the email’s original message. For a formal email, use proper grammar and complete sentences.
  • Signature. Your email completion should be formal, not informal. Use your first and last name. Use this if you are writing for a company and know the title of the email you are sending the email to.

As we mentioned earlier, there are many similarities between business email and professional email. This tutorial explains the proper way to create a business email:

Your email font choice is also important when you are formatting a formal email. Although many modern email platforms allow you to use different fonts, the best are Helvetica and Arial, which are common sans-serif fonts with a simple, readable font such as Verdana, Calibri, Times New Roman or Georgia.

Avoid fancy fonts like Comic Sans, handwritten fonts like Bradley Hand, and script fonts like Brush Script. Note that if you choose an unusual font for your formal email, that font may not be supported by some email platforms.

Also, stick to one or two fonts in your formal email. Using a lot of different fonts makes your email look very casual. Many fonts can even make your formal email less readable.

4. Send a formal email

Once you’ve formatted your formal email, you’re almost ready to send your message. However, please review your email carefully before you hit that send button. Search:

Wrong in a name
Grammatical mistake

Remember, an opt-in email filled with errors makes for a bad idea.

Also, if you want to be taken seriously, pay attention to the email address you are using to send the email. Many of us create email addresses that are not suitable for formal email when young. If you can get it, your email address for formal emails needs to be variants of your name with no extra characters.

Here are some examples of appropriate and inappropriate email addresses:
Email Address # 1

Save this type of email address to your family and friends for a casual email.
Email address # 2

[email protected]

This email address can be used for a formal and professional email.

Note: These email addresses used here and throughout this article are for example. These are not intended to be actual email addresses.

If you are writing for a student or an institution, it is a good idea to use the email provided by your educational institution or the organization you are representing. For example, most colleges provide their students with email addresses in the format:

[email protected]

৫. Using Templates for Formal Email

One way to add extra effects to your formal email is to use a professionally designed signature template. A signature template adds a graphic interest to your email. A signature template also includes your complete contact information.

Note: The previous example uses Envato Elements’ email signature template pack which is a good source for professional email templates like the email used in the example above.

Notice the difference that is a standard template. For more great examples of email signature templates, review the article:

The conclusion

You may not have much experience writing a formal email, but if you do need to write one, it is important to do it properly so writing a formal email is not difficult when you know what to do.

Business Letter Examples (Text Version)

Your name
Your job title
Your organization
Your address
City (*): State (*): ZIP Code
Your phone number
Your email address


The name of the recipient
Title of the recipient
Recipient company
The recipient’s company address
City (*): State (*): ZIP Code

Dear Mr. / MS Last Name,

I would like to invite you to attend our upcoming Liberal Arts Department job networking event. The event will be held on February 1, 20XX. We would like to provide our graduating seniors an opportunity to meet with business people in the area who are looking for new recruits with a Liberal Arts degree.

The event will be held at Northern State University’s Cox Student Center and will last approximately 2 to 5 hours. If you are interested in joining or sending a company representative to meet our students, please let me know at your earliest convenience and I can save a table for you.

Thanks for your time and I hope to hear from you soon.


Your signature (hard copy letter)

Your typed name
Your job title

If you send an email letter, your signature will be a bit different. Instead of including your contact information in the title of the letter, list it below your signature. For example:

Sent an email business letter

Yours faithfully,

The first name is the last name
The title
Your address
Your phone number
Your email address
Make it clear why you are sending the message

Include the subject matter of the email that you are writing about, so the reader is clear why you are sending the message.

Business Letter Writing Tips

You can find more detailed tips in these guides for choosing a font, choosing margins, and how to write a business letter, along with the proper formatting of your letter.

It is always helpful to see examples to get ideas for your own letter. Review letter samples, including cover letters, interview letters to you, follow-up letters, job acceptance, and rejection letters, resignations, letters of appreciation, and other business and employment letter samples and formal email writing examples.

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