Writing a Formal Email
In the information age, email has become the dominant form of communication. Being able to
write a polished, professional email is now a critical skill both in college and the workplace.
Below are some key distinctions between formal and informal writing, as well as some
guidelines to follow when composing a formal email to a superior (professor, current or
prospective employer, etc.) or someone who does not know you.
Informal vs. Formal
Informal:
• Written to friends and family
• Accuracy and grammar (spelling and punctuation) are not important
• You can make up your own rules
Example:
Hi Anne,
I miss you so much! Can’t wait to see you on Friday!! We haven’t hung out in so long! I miss
my bestie! Maybe we can go to the movies or dinner or just chill and watch TV and catch
up…idc, whichever you want.
Love ya,
Jules
Formal:
• Written to a professor, colleague, boss, etc.
• Must always be professional
• Accurate grammar, punctuation, and spelling necessary
Example:
Dear Professor Johnson,
I was unable to attend class today due to a doctor’s appointment. When you have a moment,
could please let me know what I missed and what homework I need to have completed for
Friday?
Thank you,
Julia Smith
Email Format:
Salutation:
The salutation of a formal email is similar to the salutation of a letter. When writing to
someone you do not know by name, you put “To Whom it May Concern.” When applying for a
job, you would address the person by, “Dear Hiring Manager.” If you do know the recipient’s
name, you put “Dear Mr./Ms. Smith.” For a formal salutation, you should not use the recipient’s
first name or the informal greetings “Hello” or “Hey.”
Body Paragraphs:
It is important to remember that an email needs to be concise. The first sentence, known
as the opening sentence, can be a greeting if the situation allows it.
• I hope all is well with you.
• Thank you for your prompt response.
However, for most formal emails it is best to get straight to the point. Depending on the subject,
you should have a maximum of four paragraphs and each paragraph should contain a single
point. It is also important to provide questions in order to prompt a response. At the end of your
last paragraph you should provide a “thank you” or “call to action” depending on the subject of
your email.
• Thank you for your assistance with…
• Thank you for your time and I look forward to hearing back from you.
• Please feel free to call or email me if you have any questions.
• I would appreciate it if this could be taken care of promptly.
Closing:
Like the salutation, the closing of a formal email can be the same as the closing to a letter.
However, unlike the salutation, there are more options for a closing.
• Thank you
• Best regards
• Sincerely
