How to write a formal email
A formal email doesn't have to be stiff or long. Here's its structure, the right phrases and how to turn an informal draft into a formal one in seconds.
Asking for time off, writing to a new client, introducing yourself to a company or contacting a public office: some emails call for a more careful tone. And finding the right words isn't always easy.
In this guide you'll find the structure of a formal email, the most suitable greetings and closings, the mistakes to avoid and three complete examples.
The structure of a formal email
A clear subject line
Sum up the reason in a few words: "Vacation request for November 3–7". Avoid empty subjects like "Question" or "Hi".
Greeting
Use "Dear" plus the person's title and surname: "Dear Ms. Lopez,". If you don't know the name, "Dear Hiring Manager," or "Dear Sir or Madam,".
A short body
State the reason for your email in the first sentence. Then add the necessary details in short paragraphs. If you're asking for something, say it clearly.
Closing and signature
End with a polite closing and your full name, role and contact details.
Greetings and closings for a formal email
| Most formal | Formal and friendly | |
|---|---|---|
| Greeting | Dear Mr. Garcia, / Dear Ms. Lopez, | Dear Daniel, / Good morning, Lucy, |
| If you don't know the name | Dear Sir or Madam, | Dear [Team name] team, |
| Closing | Sincerely, / Yours faithfully, | Best regards, / Kind regards, |
Common mistakes in a formal email
- Writing in capitals: it reads as if you're shouting.
- Very long paragraphs: split the text into blocks of two or three sentences.
- Chat abbreviations and emojis ("u", "pls", 😊).
- Forgetting the attachment you mention in the text.
- Not proofreading, especially people's names.
3 formal email examples
Requesting time off
Subject: Vacation request for November 3–7 Dear HR team, I would like to request vacation from November 3 to 7. I have already discussed it with my manager, who has approved it. Could you please confirm whether the request is approved? Kind regards, [Name and role]
First contact with a client
Subject: Proposal for [company] Dear Ms. Lopez, I am reaching out on the recommendation of [person]. At [your company] we help teams like yours [result]. I have attached a short presentation. Would a 20-minute call next week suit you? Sincerely, [Name, role and phone]
Complaint
Subject: Complaint about order [number] Dear Sir or Madam, On [date] I placed order [number], which arrived damaged. I have attached photos of the product. Please let me know how to proceed with a replacement or refund. Sincerely, [Name]
From informal to formal in one click
If you struggle with the tone, write your idea the way it comes out and let AI make it formal. With NexoPad you select your draft right in the email, click the lightning icon and choose Formal. Since you're in a text field, your draft is replaced directly with the formal version.
If you don't like it, click Undo to get your text back. Always review the result before sending: AI helps with the tone, but the content is yours.
Frequently asked questions
Should I use "Sincerely" or "Best regards"?
"Sincerely" is the most formal, ideal for letters and first contacts. "Best regards" or "Kind regards" work well for most professional emails.
Can I use the person's first name?
It depends on the relationship and industry. If in doubt, use their title and surname and follow their lead when they reply.
How long should a formal email be?
Just long enough to explain the reason and what you need. If it fits on one screen, even better.
Can I save my formal emails as templates?
Yes. Save them in NexoPad with a shortcut and variables for the details that change. You'll also want a good professional email signature.
Published on October 11, 20267 min read
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