Professional Email Format Example for Beginners

(Last Updated On: May 31, 2020)

Email is one of the most used forms of email communication both in and out of the workplace. Professional email format example helps a great deal because of its speed and efficiency, you will likely use some email regardless of your role or industry.

This article will give a description of professional email format example.

Professional email format example

You can write professional emails for a variety of reasons. For example, you may need to collect an important meeting, exchange information, relay an important update, or send an identity card.

A well-crafted email delivers a friendly, clear, concise, and actionable message to the recipient. It can be practiced to learn how to write an email that meets all of these criteria.

Consider the following tips and best practices to help you write effective, professional emails.

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Six steps to writing a professional email

If you are not sure how to start an email, these five steps can help you create a professional massage.

1. Identify your goals

Before you write an email, ask yourself what the recipient wants to do after reading it.

Once you’ve determined the purpose of your email, you can be sure that everything you include in your message supports this action.

For example, if you want to review a report that has attached the recipient, they should know what the report is, why you need it to review it, what kind of feedback you need, and when you need to finish the job.

2. Consider your audience

When composing an email message, make sure your tone matches your audience.

For example, if you are emailing a business executive you have never met, keep the email polished and free of any jokes or informality.

On the other hand, if you are emailing a colleague with whom you have a good relationship, you can use a less formal, more friendly approach.

3. Keep it short

Your audience may have very little time to read your email, so summarize it as much as possible without leaving key information.

Try not to address too many issues at once because it can lengthen your message, challenging to read and difficult to take action on.

When editing your email, get any information that is unrelated to the topic you are addressing.

Use short, simple sentences by removing filler words and external information. This will make your note shorter and easier.

4. Proofread your email

An error-free email demonstrates hard work and professionalism. Before you send an email, take a moment to check for any spelling, grammar, or syntax errors.

Also, double-check to make sure you include any attachments you mention in your message.

If this is an important email to critical stakeholders, you should ask your direct supervisor or a trusted colleague to read it before you send it.

5. Use proper etiquette

Include warm greetings and friendly and polite words to close. Additionally, consider the recipients and their time. For example, if it’s not urgent, avoid asking for a few hours after contact or emailing them while on vacation.

6. Remember to follow

Most people get several emails a day, so they may miss or forget to reply to your message. If the recipient does not reply within two business days, consider returning with a friendly follow-up email.

Correct email format

There are five factors to consider when formatting your email. Here is each separation.

1. Subject line

It’s a short phrase that summarizes the reason for your message or the purpose of your communication. It’s important to include a subject line when sending a professional email so your audience knows exactly what to expect and is able to easily find the message when needed. For example:

“Follow product presentation”

2. Salute

This is the first line of your email and usually acts as a greeting. For example:

“Hi, Mr. Samson,”

3. Body

Just like the body of a letter, you’ll share your entire message here. For example:

“Thank you for participating in the new product presentation this afternoon. I’ve attached a video recording of the full recording so you can share it with your team. Let me know if you have any questions.”

4. Off

This is the last line of your email and your message should be wrapped before your signature. This is where you can repeat any request that you made to your message chain. For example:

“I look forward to talking to you on Wednesday. Thanks again! “

5. Signature

The signature is where you identify yourself by name, title and any other information related to your contact. Most email programs allow you to set a specific signature that is automatically added at the end of each email you send.

Jillian Jones
Senior Software Engineer
ABC Companies, Inc. “

Examples of professional emails

Here are three examples of professional emails:

1. A new contact email

Subject line: UX research contract opportunities

Hello Amal,

I hope this message finds you well. I am arriving today because I am conducting an application redesign project here at ABC Company and am looking for a skilled UX research contractor to help analyze a number of usability testing data.

This is a three-month project starting in February of the first month and we estimate it will take about 15 hours per week. All work can be done remotely, but you are welcome to use our workspace

Please let me know if you are interested in this project and we may take a few minutes to discuss the details further. I look forward to hearing from you.

Alan goto
User Experience Manager
ABC Companies, Inc.

2. Email a group

Subject line: Marketing meeting canceled

Hey party

The marketing strategy meeting scheduled this afternoon was canceled.

I apologize for the late notification, but I know everyone will be welcomed into their spare time. We will reschedule our next scheduled time next Wednesday.


Gretchen van Buren
Senior Marketing Manager

3. Follow-up email

Subject line: Availability for resume meetings

Hi Elizabeth,

I would like to find out again about the date of your meeting with al-Jamil. Just let me know if it works better for your schedule on June 5 or June 6.


Adam Moore
Executive Assistant
123 companies

Whether you’re entering the workforce for the first time or looking to improve your electronic communications skills, learning how to write a professional email is an important skill. Using the tips and examples above to guide you through your email efforts, you’ll compose a brief message.

How to write a formal email? This blog discusses the format of a formal email with typical email samples.

Email format
1. Subject line
2. Salute
3. Body of Email
4. Signature
Formal email sample
Email Sample 1: A Request
Email Sample 2: A Question
Email Sample 3: A Complaint
Email Sample 4: Response to a Question / Complaint
Email Sample 5: An Announcement or Statement

Casual emails can be written and distributed in any way, but formal emails follow a specific format. Keeping in mind a few important things about the format can make the email look a lot better and professional.

Email format

Let’s look at the important steps to follow when writing a formal email.

1. Subject line

Attract attention with the subject line. The first part of your recipient email is the subject of the email. If you do not keep it well, there is a risk of not opening your email later or at all. Here are some things to keep in mind:

Make the subject line specific, straightforward, and to the point. For example, enter ‘internship report, {date / week/month}’ instead of the internship report you asked for.

The subject line should be short. Ideally, your subject line should stand close to six words.

Put the most important and informative words at the beginning of the subject line.

Use markers such as Fwd, Reply, Emergency, or Notification to further narrow the topic. It informs your readers about the nature of your email.

Examples of good subject lines in formal emails can be:

Marketing data for July 2018
Marketing Budget, October 2018
List of new freelancers
Job application for XYZ post
Leave the application
Query information lost in the document
Contract Agreement – XYZ Assignment

2. Salute

Each email is directed to someone. Start your formal email to match the recipient’s relationship with you.

For those, you do not know or do not know, use ‘To Hum It May Concern’ or ‘Dear Sir / Madam’.

For senior executives, draw their surname or follow it with their name, for example, ‘to the manager’, ‘dear Dr. Ghosh’, or ‘dear Sudhi Kapoor’.

Among colleagues, it would be okay to put the name first with just ‘hi’.

Avoid salutations and always be respectful. Never use nicknames or just materials or first names in a formal email.

3. Body of Email

Body text is the body of your email. It’s important to follow a specific style when writing your body of the email.

The opening paragraph will determine the tone and reason for your email. If you are unfamiliar with the person you are writing to, introduce yourself and write down why you are writing to them.

For example, you can start with ‘My Name is Abc’, and this email is with reference to Jays. Or ‘with reference to the marketing budget as discussed in this meeting’ “

Explain your concerns, questions, or responses as widely as possible. Write in a way that is easy to understand, but at the same time, do not lose your point in providing unnecessary information. Just say whatever you need.

As the email closes, you should also support the nature of the email. If you are asking a question, expect to get an answer from you soon, or are looking forward to hearing from you soon, and if you are answering a question, ‘I hope I can answer you’ Given query/doubt. ‘

4. Signature

These are the last words in your email that are able to make a lasting impression on your reader.

Sign off with a simple word or phrase, which is respectful. Safe choices are ‘greeting’, ‘warmly’, ‘sincerely’, ‘gracious’, or simply ‘thank you’.

If you are writing to someone for the first time or who is not an immediate colleague or elder, use your full name.

Arrange your name with contact information. Your phone number and / or work address are sufficient.
If you are writing on behalf of an organization or as an employee, be sure to mention it with sufficient contact details

To make your signature more effective, you can choose or design an interesting (but not clever) template.

Tip: Stay up to date and do not use the old letter writing format. No date is required when using electronic communication mode. Place all your text in the left-hand border instead of mimicking the old format used for paper lettering.

Formal Professional email format example

Formal emails are sent in completely different situations. They may need to modify them according to their purpose when using the same rules.

Now that you are familiar with the formal email format, let’s take a look at some of our email samples.

Professional email format example 1: A Request

Subject: Extending the reporting deadline

Dear Mr. / Ms. Ip Recipient Sir’s Name},

I’m writing to request an extension of this XYZ project report that my mother unexpectedly fell ill on, and I have to leave tonight. I am afraid that it will take me a week before I can return to the office and finish the report.

Please grant me a date for this grant. I promise to report the project immediately.

{Your name}
{Phone number}

Tip: Always make your request as clear as possible, and provide a valid reason to strengthen your case.

One of the most common requests is to view the vacation application forms for some of their vacation application samples.

Professional email format example 2: A Question

Subject: Investigation of the timing of the conference center

Dear Sir / Madam,

I’m {writing to find out about conference center time at LocationA} Our company is hosting a delegation from {place to} and {interested in booking a center event for an important corporate event on date} I verified your website but couldn’t find the information I needed.

If the conference center is available, please send us the time so we can design an itinerary soon and share the schedule with you to begin the booking process.

In anticipation of an initial response.

{Your name}
{Phone number}
{Title, company}

Tip: Formal emails often use indirect queries instead of direct ones (for example, it’s time-related… … instead, what’s for time …?).

Professional email format example 3: A Complaint

Subject: Complaint against Gender Discrimination in the Office

Dear Mr / MS {Payee Name}

This is an example of gender discrimination in the office. I was in for a meeting with {Name, Division এই this month and was surprised to find that I was finally dropped from the plan. In a conversation with the name of the offending person about {date}, I was told that the move was taken because they did not think I would be a contractor as a woman and “it was best for men”.

I have worked tirelessly for the last {period of time Company Name in Company} as a female-friendly and non-discriminatory workplace {Name of the company given the reputation and I was shocked to be treated like this.

I have raised this problem personally with the name of the abuser ending this problem before but have failed to receive an apology or satisfactory response. I would like to pursue this further with this official grievance and come to a quick and standard solution with the help of other members of human resources and management.

Hoping to address this issue early,
{Your name}
{Phone number}

Tip: General complaints should be strongly stated, but without losing the tone of professionalism when writing your complaints, make sure your email doesn’t look dramatic or invisible. The issues or events that caused the crime or the problem should be stated as clearly as possible, but not as briefly.

Professional email format example: Response to a Question / Complaint

Subject: Complaint dated

Dear Comp Complainant Name},

I apologize for the frustration you have for the organization. I assure you that your complaint has been forwarded to the concerned department and strict action is being taken to rectify the situation.

Your satisfaction with our services and your feedback as a client is very important to us. As we look into the matter, I would be happy to answer any further questions.

Thank you for your patience.

{Your name}
{Phone number}

Tip: When dealing with complaints and complaints, always make your tone friendly and reassuring. At any point in your email, should you attack the sender with a counter-question or lose the attitude of formality?

Professional email format example 5: An Announcement or Statement

Subject: New Member of the Team!

Dear all

I’m happy to introduce you to the person’s name, who will assist us as an intern for the next 6 months. He is a third-year economics student at the Institute Name and is excited about joining the team.

I hope you all welcome him to the office and provide him with your help and feedback where needed.

Fond regards,
{Your name}

professional email format example

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