How to write a formal email in English, with templates you can copy
Formal doesn't mean long or old-fashioned. It means clear, polite and easy to answer. Here's the structure and the phrases native colleagues actually use.
To write a formal email in English, use six parts: a clear subject line, a greeting with the person's name (“Dear Ms Rossi,” or “Hello Ms Rossi,”), one sentence saying why you're writing, the details in short paragraphs, one clear request, and a polite closing (“Kind regards,” plus your full name). Keep sentences short. Modern formal English is plain, not flowery.
Many non-native writers make formal emails too formal: long sentences, “I humbly request”, “awaiting your kind response”. That makes the email harder to read, not more polite. Below are the six parts, the phrases to use, and five templates you can copy.
The 6 parts of a formal email
1. Subject line
Say what the email is about in 3 to 8 words. The reader should know what to do before opening it.
- Weak: Request / Hello / Important
- Clear: Question about invoice 4471 / Request: day off on 14 November / Follow-up: interview on Tuesday
2. Greeting
| Situation | Greeting |
|---|---|
| You know the name | Dear Ms Rossi, / Dear Mr Chen, |
| Less stiff, still formal | Hello Ms Rossi, / Hi Anna, (if they use first names) |
| You don't know the name | Dear Hiring Manager, / Dear Customer Service Team, |
| Avoid | Dear Sir/Madam (old-fashioned), Respected Sir, Hey |
Use Ms for women unless you know they prefer Mrs. If someone signs their reply with a first name, use it next time.
3. Opening line: why you're writing
One sentence. Skip “I hope this email finds you well” if you want to sound fresh; it's fine, but it's filler.
- I'm writing to ask about the delivery date for order 4471.
- I'm writing to follow up on our call on Monday.
- Thank you for your email about the new contract.
4. The details
Two or three short paragraphs. One idea per paragraph. If there are several questions, number them, so the reader can answer each one.
5. The request or next step
Say exactly what you need and by when.
- Could you send the signed form by Friday, 13 November?
- Please let me know if Tuesday at 10 am works for you.
- I would be grateful if you could confirm the price.
6. Closing and signature
| More formal | Neutral (safe for most work email) | Avoid in formal email |
|---|---|---|
| Yours sincerely, (UK, when you used the name) | Kind regards, | Thanks!! |
| Yours faithfully, (UK, “Dear Sir/Madam”) | Best regards, | Cheers |
| Respectfully, (US, official letters) | Best wishes, | Waiting for your reply |
Then your full name, job title and company, and a phone number if useful.
Too formal, natural, too casual
The same idea at three levels. Aim for the middle column.
| Too formal | Natural formal | Too casual |
|---|---|---|
| I humbly request you to kindly grant me leave. | I'd like to request a day off on 13 November. | Need a day off on the 14th. |
| Awaiting your kind response. | I look forward to hearing from you. | Waiting for your answer. |
| Please find enclosed herewith the document. | I've attached the document. | Here's the doc. |
| I regret to inform you that I am unable to attend. | Unfortunately, I can't attend. | Can't come, sorry. |
Template 1: Asking for information
Copy a message, then replace the parts in [square brackets] with your own details.
Subject: Question about [topic]
Dear [Mr/Ms Last name],
I'm writing to ask about [topic]. [One sentence of context.]
Could you tell me [question 1]? I would also like to know [question 2].
Thank you for your help. I look forward to hearing from you.
Kind regards,
[Full name]
[Job title, company]
Template 2: Following up when there's no answer
Subject: Follow-up: [original subject]
Dear [Mr/Ms Last name],
I'm following up on my email of [date] about [topic]. I know you're busy, so I've copied the main question below.
[The question, in one sentence.]
Could you let me know by [day, date]? If someone else handles this, I'd be grateful if you could forward my email to them.
Kind regards,
[Full name]
For shorter, less formal follow-ups and when to send each one, see the follow-up email templates.
Template 3: Apologising for a mistake
Subject: Correction: [topic]
Dear [Mr/Ms Last name],
I'm sorry for the error in my email of [date]. [What was wrong, in one sentence.] The correct [figure/date/file] is [correct version].
I've [what you did to fix it]. Please let me know if you have any questions.
Kind regards,
[Full name]
If you're apologising for being slow rather than for a mistake, use one of these alternatives to “sorry for the late reply”.
Template 4: Requesting a meeting
Subject: Meeting request: [topic]
Dear [Mr/Ms Last name],
I'd like to arrange a short meeting to discuss [topic]. It should take about [30] minutes.
Would any of these times work for you?
- [Day, date, time, time zone]
- [Day, date, time, time zone]
If not, please suggest a time that suits you.
Kind regards,
[Full name]
Template 5: Requesting leave
Subject: Leave request: [dates]
Dear [Manager's name],
I'd like to request [annual leave / a day off] on [dates]. [Colleague] has agreed to cover [task] while I'm away, and I'll finish [urgent work] before I go.
Please let me know if these dates work.
Kind regards,
[Full name]
To ask in a chat instead, see how to ask for a day off. For a sudden illness, read how to write a sick leave message to your boss instead.
Five mistakes non-native writers make in formal emails
- “Dear Sir” to a woman, or “Dear Anna Rossi”. Use the title and last name: Dear Ms Rossi.
- Translating your language's politeness. “I humbly request”, “respected madam”, “please do the needful” sound strange to many readers. Plain and specific is polite in English.
- One giant paragraph. Break it up. White space makes an email easier to answer.
- No clear request. End with one sentence the reader can say yes or no to.
- Small grammar slips that look careless: “I am writing you for ask”, “please find the attached”, “discuss about”. Read it once aloud, or check it before you send. On Android, a tone checker can also tell you if the email sounds too stiff or too casual and rewrite it.
Questions
How do you start a formal email?
Start with “Dear” and the person's title and last name (“Dear Ms Rossi,”). Then write one sentence saying why you're writing, such as “I'm writing to ask about…”. If you don't know the name, use the role: “Dear Hiring Manager,”.
How do you end a formal email?
End with a clear request or next step, then a closing such as “Kind regards,” or “Best regards,” followed by your full name and job title. “Yours sincerely,” is more formal and common in British letters.
Is “I hope this email finds you well” too formal?
It's polite and common, but many readers see it as filler. You can skip it and start with your reason for writing. With people you know, “I hope you're well” is shorter and warmer.
Can I use contractions like “I'm” in a formal email?
Yes, in most modern work emails. “I'm writing to…” is normal. Use full forms (“I am”, “do not”) in very official letters, such as legal or government correspondence.
How long should a formal email be?
Usually under 150 words. If you need more, use short paragraphs or numbered points so the reader can find each question.
