Higher Institute for Construction, Public Works, and Urbanism _ Aleg S5 Professional English 1

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 cat! Maybe we can go to the movies or dinner or just
chill and watch TV and catch up…, whichever you want.
See 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 you 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.”
1
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 ofyour 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
Yours

The closing is then followed by your full name. It is also beneficial to add
your job position (ifapplicable) and phone number under your name in the
4th paragraph.

Example:

Sincerely,
Julia Smith
Student Body President
Menlo College
(555) 555-5555

Tips:
Do NOT use contractions.
o For example: don’t, haven’t, I’m, isn’t.
Do NOT write in all capital letters.
Use formal vocabulary and sentence structure. Do NOT use slang.

2
Exercises:

Formal vs. Informal

State whether the sentence would be classified as either formal or

informal. If informal, change it to formal.
Example:
Hi y’all!_informal; To Whom it May Concern:__formal.

1.) I am pleased to inform you that you have won our grand
prize._____________
2.) I hope all is well with your new career choice._____________
3.) I shouldn’t have gone and missed with it!!_____________
4.) I can’t help you with that cuz it’s too hard._____________
5.) Hi, how are you?_____________

Putting It All Together

Find and correct the errors in the following emails:
1.)
Hello Professor Smith,
I’m sorry to tell you but im sick and will not be able to come to class. See
ya Wednesday.
Jason
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
2.)
Dear Sally Blue,
I read online that you’re selling business cards. I was wondering how much
if i only wanted 500? Is color and a logo extra? Can I see an example
before all are shipped or will that cost extra? You seem to have a great
business so I hope you can help.
Thanks,
Jess Higgins
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

3
___________________________________________________________________________
___________________________________________

3.)
Dear Sir/Madam,
I am a graduate from menlo college. I got a degree in business and would
now like to use it.Your company looks interesting. Can I come in for an
interview? I have a lot of experience from my schooling and extra
cirriculers. I think I can help the company alot. Please respond to my email
to let me know.
Thanks,
Max Oates
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________

4
5