How to write a Nice Formal Email?

write an emailHow to write a formal email

What Is a Formal Email?

A formal email is a message sending to someone we know little or to someone who is in supremacy. We usually write formal email for academic and official needs like our professor, boss, colleagues and client. Sometimes we write semi formal email to colleagues.

What is the Difference between Formal and informal Email?

There is a difference between Formal and Informal Email. We commonly use informal email to our friends, family members, or to our very nearest persons. Informal email such as we chat in social media like Facebook, Whatsapp, Twitter etc.
On the other hand we send formal email to our seniors who deserve respect and not much close to us. There, we have to be conscious about using the structure and tone of words.
At the time of writing formal email we have to avoid using shortcut, contraction, slang, emoticons, and other informal expressions. A formal email requires complete sentence, proper punctuation, accurate spelling and grammar,

Here’s an example of formal email language:

We are going to arrange a birthday calibration party at 10.00 pm. 19 November, 2019 where you are cordially invited.
Compare the formal language with the informal email language in this email:
Attend the party—Nov 19, 10:00 a.m. See ya buddy (

Subject Line:

The subject line is what the receiver sees at first sight in their inbox. If it misguide or missing information email may not be read. even be spam. So, for quite formal email we need to write short Subject Line with detailed and informative way.
Example of a formal email subject line:
Invitation to a birthday party, November 19th, 10:00 P.M.


Greetings it addressing the person to whom we are writing email. There is a difference between Formal and Informal greetings. Like,
examples of formal and informal grettings
If you are sending the email to a group, address the entire group. example:
Dear Friends,
If we know the title or name of the person. We will use,
Dear Professor Alam,
If we do not know the name of the person then we should use such grettting,
If we know the designation only then
Dear Complain Manager,
If we do not know know a person’s name or title at all , then we use :
To whom it may concern,

Informal Salutation to a Group:

Hey buddy!
Informal Salutation for an Individual:
Hello Zahid,


Very first of a Formal email we need to introduce ourselves shortly because the receiver may not be familiar with sender. But at the time of informal email writing receiver have to be very closer to us so we need not to be introduced with them.
Here’s an example of an opening in a formal email:
I am Dh Shishir, a graduate, from Shahjalal University of Science and technology. I got my degree from English Language and literature.

Body Part:

The body of a formal email usually details on the purpose of the email. In this part we may write maximum four single paragraphs and each should contains a single point. For getting response to our email we may ask some relevant questions according to the topic of mail. This intellectual questions may differ you from other participants.


Your institution is doing very well this time. I have seen a asking for English Teacher in new paper and I am interested for the post. Can I come to meet a interview? I have much experience in teaching. I taught at some famous university coaching centers. So, I hope you will give me the opportunity to teach in your institution.


At last, Closing of a Formal email is also important such other parts. Our email closing can leave a good impression to readers.
A nice formal email ending also may remind the reader about us. It requires full name, contact information, and position (if applicable). If you can, use a professional signature template for added impact.

We can see most common formal email closing is the word “Sincerely’’ but we may also use ‘Best regards.’’
Example of a formal email closing:
Dh Shishir
Instractor of university Couching Center,
[[email protected]]
[Phone number]


For more information you can watch this nice video

”How to write professional emails in English”

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