Clear and effective communication is inevitable in the professional world. A formal email is one of the most common communication methods between professionals and businesses. You may have sent one while communicating, but do you always get the response you want from your recipients?

Most likely, your emails may not have been opened or opened by a few people. So, what is the effective way to get more people to click it? You need an effective way to convey your messages to and fro with the clients or consumers. You must use a formal email as the primary method of communication between your colleagues, clients, and even business partners.

However, formatting the email correctly is difficult to ensure it is understood and well-received. If you still have doubts regarding the format, here’s a guide to help you learn how to write formal emails for professional communication. We will also look at some of the best formal email templates to make your work easier and your emails look professional.

Understanding a Formal Email

A formal email involves using professional language to communicate with numerous people across various industries and sectors. Professionals and businesses specifically use this type of email to convey their information in a more formal and professional tone to the recipients. 

In most cases, the messages sent to new connections, higher-ups, and individuals outside your organization are considered formal emails. They are mostly required in the following situations:

• Business Inquiries
• Resignations
• Job offers
• Sales pitches
• Terminations
• Apologies
• Professional introductions
• Professional and academic discussions
• Follow-ups

7 Best Formal Email Templates

It is difficult for professionals to write formal emails from scratch due to lack of time. This is where customizable email templates come in. These templates enable you to draft your formal email more efficiently and in less time. Here is an overview of some of the best formal email templates in the present context that you may consider using for communication purposes.

1. Follow-up Email Template

Subject: Follow-up: [Your Name] from [Business or Event Name]

2. Professional Introduction Email

Subject: [Your Name] from [Your Company] Approaching for Future Collaboration

3. Email Appreciation for Customer

Subject: A big thanks for being an awesome customer!

4. Email for Inquiry

Subject: Quick Question about [Product/Project/Situation]

5. Emails for Referrals

Subject: [First Name], Introduce me to someone at [company/industry/event] 

6. Sales Email Template

Subject: Got a Minute? Improving [Area/Outcome] For You

7. Confirmation Email Template

Subject: Confirming [Specific Event/Arrangement/Meeting]

8. Formal Email Application for an Emergency Leave

Subject: Leave Request for 5 days, from [Starting Date] to [Ending Date] Due to [Reason]

Note: This email template can be customized according to the days you require leave and your reason. The reason could be anything, like maternity leave, medical emergency, leave for a trip, or other reasons. 

9. Formal Email for a Half-Day Leave 

Subject: Request for a Half-Day Leave on [date] due to [reason]

Note: This half-day email leave can also be customized according to the reason and the time period (hours) during which you will be on leave. It is best to mention the hours to make the email more transparent and clear. 

10. Formal Email Application to Apply for a Job

Subject: Your Name: Interested to Apply for [Position’s Name] (mention the reference number)

How to Write a Formal Email on your Own: Step-By-Step Guide

Before proceeding with the steps, you must understand the format of a formal email, which is:

• Introduction
• Body of the text
• Closure

Now, the following steps will help you learn how to write formal emails:

1. Introduction

There are different ways of starting an email, and it depends on the type of relationship you have with the person you are writing to. However, there is no denying that every email should always start with a polite greeting. In our specific case being formal, the most appropriate options will be:

• Dear Mr/Mrs/Ms (surname of the respective recipient)
• Dear Sir/Madam (if the specific recipient's name is not known)
• ‘To whom it may concern’ for more generic addresses

Please note that you also need an introductory sentence after the initial greeting. This indicates the reason for writing the formal email and is consistent with its subject line, too. Do not forget to introduce yourself briefly with the recipient is not familiar with you, and then follow on with:

• I am writing with regard to… (your email subject)
• I am writing in connection with… (your email subject)
• I am writing in reference to…

You can also start with one of the following sentences if you are writing an email to send information:

• I am writing to let you know…
• I am delighted to tell you… (when communicating good news)
• I regret to inform you that… (when communicating bad news)

Then, you can say the following phrases if you are replying to an email you received:

• I am writing in response to…
• I am writing in reply to…
• I am writing to thank you for… 

2. Body of the Text

You will find no specific conventional formulas for writing a formal email’s body of the text. It usually varies according to the function of what you specifically need to communicate. Do not forget to prepare an initial draft before proceeding with any corrections.

The general rule associated with writing formal emails is that the text should be divided into short paragraphs. This enables you to avoid abbreviations and acronyms, both of which can be used, on the contrary, when writing an informal email to your family and friends. 

There are various ways to write a final invitation before ending the formal email. It is usually based on the type of message you are sending, such as: 

• I look forward to hearing from your company/business soon. 
• Thank you in advance.
• For further information, do not hesitate to contact me.
• Please let me know if you have any other last-minute questions.
• Thanks for your kind attention.

3. Closure

The most common way to end a formal email are:

• Best Regards
• Kind Regards
• Yours Faithfully (if the email began with ‘Dear Sir/Madam’ because you may not know the name of the recipient)
• Yours Sincerely (if the email began with ‘Dear Mr/Mrs/Ms + surname)
• Regards

Things to Keep in Mind When Writing Formal Emails

You do not always need to improvise to write a professional email correctly. Follow the tips below to ensure you avoid mistakes that could compromise the success of the specific email.

1. Subject

The subject line is the first piece of information that the recipients of any email see. However, if the subject line is written incorrectly or unclearly, it could cause your reader to delete it without opening it. So, make sure to give a clear and precise message right from the start. This indicates the content or reason for writing in two to three words that grab the attention of the recipient. 

2. Style

Unlike several other languages, which require long, complex sentences in a formal context, English is a very concise language. It also favors short sentences and a simple structure. Make sure you use correct English words for all kinds of email communication. Do not forget to break up the text into two or three paragraphs. This enables your reader to see the key points quickly.

3. Check the Email

Never send a formal email casually without having read what you wrote. Grammatical or typing mistakes may be common, and there is no denying that you can also make such errors if you fail to proofread your emails. Double-checking what you have written can always prevent you from appearing unprofessional and, above all, careless.

4. Signature

Make sure all your formal emails end with crucial information about you, including:

• name and surname
• job title
• relative details about your company, name, or address
• link to the company website

For some individuals, writing formal emails will always seem like a daunting tasks. Hence, if you find yourself belonging to that category of professionals, then you can use AI email writing tools. These GenAI tools can help you draft a formal and professional email for your specific use case within minutes. 

For instance, Neo’s Smart Write is a GenAI tool that can help you write emails based on tonality and format length. All you have to do is enter a prompt, select the relevant options, and click on the create button. You can customize the email draft and cross-check it before sending it to the recipient. It also allows you to create a dedicated signature which will reflect professionalism. 

Bottom Line

A formal email is the most efficient way to communicate with your potential customer, client, stakeholder, or even business partner. Hence, you need to make sure that the email messages are professional enough to grab the attention of the recipients. Moreover, you must also be aware of the format of these emails to ensure you do not end up sending casual messages.

The tips mentioned above can help you write formal emails with the right language and tone. Avoid all kinds of mistakes, like grammatical errors, informal tonality, and providing incomplete information, when drafting these emails so that you receive a positive response from the recipients on time. 

Frequently Asked Questions (FAQs)

Q1. How to write a formal email with templates?

You can easily create a formal email by using customizable templates. Start by creating an informative subject line. Then, offer a polite greeting at the beginning of the email. Do not forget to address the purpose of your email. Later, include a clear call to action before concluding your message with relevant contact information.

Q2. How can I send a formal professional email?

You must begin your formal professional email with a direct subject line. Make sure that it catches the recipient’s attention and makes them want to read further. Then, greet and address your recipient in the next section. Make your points clear and concise. Always maintain a professional tone when writing a formal email. 

Q3. What are formal email templates?

A formal email template is a predefined layout that may already include content like text or images. You can use a customizable template from Neo as a base rather than creating a new email from scratch each time. Templates can also help you ensure that all your emails follow the needed guidelines.

Q4. Which is the best formal email address?

The most standard and recommended form of a formal email address is the firstname.lastname@domain.tld format. However, there are several other ways you can get or design a formal email address, such as your firstnameinitial.lastname@domain.tld. It always depends on your business preferences and the recipients that you are catering to with the specific email address.

Q5. How can I format a professional email?

You need to keep certain considerations in mind when formatting a professional email. This involves keeping the subject line short and simple so that the recipient gets a gist of what you want to convey to them. Greet the recipient with phrases like Dear (first name and last name) or Dear (Mr./Mrs. person’s name) for a more formal tone. Make sure your first paragraph is clear and direct. Moreover, the second paragraph should go into more detail about the reason for your email.