Email Writing Format & Samples

Understand email writing format and get free samples of formal email format to draft one for you in the next 10 mins.

One good formal email format can lead to business success. Whereas a bad formal email format can harm a professional relationship, sidetrack your project, or cause damage to your reputation.

In this article, you’ll find:

• What is email, key benefits and features of using email
• What is email writing format?
• Guidelines for a formal email writing format
• Email writing format samples which you can refer to, copy-paste and use to draft one for you.

Let's begin with the understanding of email and what types of emails are widely used for communications.

What is email?

Email, e-mail or Electronic mail is defined as the transmission of digital messages over digital communications networks. Email are nothing but messages distributed by electronic means from one computer or electronic device user to one or more recipients via a digital network.

Generally, the email messages are notes entered from the computer, tablet or mobile keyboard or electronic files stored on a storage device. Most of the mobile, tablets, mainframes, minicomputers, and computer networks have an email system.

Email first made limited use in the 1960s, and by the mid of 1970s, this form was now known as email. Email works on a computer network, which today is primarily the Internet.

Today's email is based on the system store and forward model. Email servers accept, forward, deliver, and store messages. Users or their computers do not need to be online at the same time; They only need to be briefly connected, especially to the mail server or webmail interface as long as it is used to send or receive messages.

In simple words, this is something you would do years ago through postal services where a postman sends your mail to the person concerned!

The only difference is, your postal services are now replaced by Internet services, eliminating the need for postmen to deliver mail, instead you can send mail directly via the Internet so you know the receiver's digital address - which is nothing but email (short for electronic mail).

Emails are just a simple, simple way to share text. But with the advancement of technology, email has improved and many new features have been added to the email.

Key benefits and features of using email

• Fast – your recipient receives your email as soon as they go online.
• Images, documents and other files can be attached to an email, so more information can be shared.
• An email may be sent to more than one recipient at a time.
• Low Cost
• Secure

I am sure by now you have understood what is email and how fast it is to send a message to one or many recipients.

Gmail is the most popular online software and mobile app used to manage your emails.

What is email writing format?

The email writing format is a structure of your email and the type of language that you are using to write an email.

Nowadays, almost everywhere, email is preferred over the formal letters and so it is absolutely necessary to have a structured email format for your email.

On a daily basis, email going out to your boss, your clients, your vendors, and your professional contacts. A good formal email format can lead to business success. However, a bad email format can harm a professional relationship, sidetrack your project, or cause damage to your reputation or image.

In spite of its importance, email format is often ignored by most of us. Email written in a proper email format improves the chances that a recipient will read, respond, and react positively.

Now, let's understand the two types of email formats:

Formal email format

Formal email format is used in for business letters or official communication.

Informal email format

Informal email format is used in everyday conversation and in personal emails.

Formal email writing sentences are longer and more complex whereas in informal email writing they are shorter and simpler.

The language you use in the business email will be different than the one you use in personal communication. When using email for business purposes, you should use formal sentences, avoid slang and abusive speech, and make sure there are no grammatical mistakes. It is difficult to distinguish between the more casual style of professional and email writing, especially when English is not your first language.

Informal email format:

dude, what’s up? Did you get my last email? I didn’t get an answer from you.

Formal email format:

Dear sir, how are you? I’m following up to confirm if you have received my last update as I’ve received no response since.

Emails are just as different as formal versus casual (informal) speaking. However, all emails are just written communication that reflects verbal communication.

Now you know how important it is to use a formal email format for business communications. So let's go through the below guidelines which can help you understand the formal email writing format.

Guidelines for a formal email writing format

Find your email audience:

You need to know who you're sending an email to. Who are the recipients of this email, and all must be copied to this email?

No need to use the 'CC' and 'BCC' fields if you are sending an email to a person. But if you do not receive a reply from a person and you would like to highlight or extend it to his / her manager, that manager should be 'CC'.

'BCC' is used when each recipient does not know who all the other recipients are for the email.

Send an email from your professional email address

Most organizations provide email addresses with your names. Use the email addresses provided by the organization for office communications or any communications requiring office reference.

Example: "mark.peterson@infosys.com"

If you have your own business then use the email address with your business website domain.

Example: "linda.joe@emailformats.com"

If you have your own business and don't have website then create one from free email service providers like Gmail.

Your professional email address should be a combination of your real name, no numbers and not a nickname. Make use of separators like periods, hyphens, or underscores to secure an email address without extra numbers or letters.

Example: "donald.murphy@gmail.com"

Email subject line:

Statistically, 70% of your recipients will decide not to open your email based on a single topic, I would say that subject lines play a vital role when it comes to the success of your sales email campaign.

A spammy or clickbait subject line, you won't get high open rates, but a targeted, personalized, the concise and straightforward subject line will catch your attention to open your email and scan your offers.

There is more to creating a subject line in email sales, but it cannot be denied that if you want to stand in your prospect's inbox, you have to put a lot of effort into creating a subject line. Turn your head and catch them in the eye.

Salutation:

How you start an email sets the tone and shapes the recipient's perception of you. However, there are no universal rules; You need to rely on your gut feeling. Rule of thumb it to use an individual's name when it’s known.

Let's now talk about the safe and acceptable options.

• “Hello” and “Hi” are very friendly and safe. If you want to make it a little more formal, you can always use the recipient's first name: "Hi, Mrs. Jacko”.
• “Greetings” is okay if you don’t know the recipient’s name and gender.
• When it comes to introducing a name, "Dear" is acceptable and appropriate. You can use "Dear" with the recipient you don't know.
• When writing to a team or group, you can say “Hi, everyone”. Or “Dear subscribers / team / colleagues/ coworkers/ customers/” if you want to sound more formal.

Introduce yourself (if required):

If you are writing an email to someone you don't know, such as a new manager, new customer, recruitment manager, or government official, tell them who you are and why you are writing an email. Do this in the first sentence of your email format.

Body of the email format:

Explain your concerns, questions, or responses as broadly as possible. Write in a way that is easy to understand, but at the same time do not miss your point when giving unnecessary information. Just say what is needed.

Closing statement of the email format:

Equally important is how you end a formal email. Receiving email is the last thing your recipient sees, closing your email can leave a lasting impression.

The closing of the email should also support the context of your email. If you are asking a query, issue or question, your closing statement is something like "I await your reply with interest", or "I look forward to hearing from you", and if you are addressing a query, issue or question, end with "Hope I have sufficiently answered your query, issue or question". Optionally, you can also write "If you have any questions or concerns, don’t hesitate to let me know."

Email Signature in your email format:

It's important to create an email signature and include your signature with every formal email you send. Formal email signatures include your name, your address and your phone number, so the recipient can see at a glance the details about you.

Alternatively, it is best to include your designation so that the recipient knows the authenticity and authority of the email.

The most common way to begin a formal email closing with the word "Sincerely". Though it may be a common closing, but it's also a safe closing. More examples of safe choices are 'Best regards', 'Warmly', 'Kind regards', or simply 'Thanks', which conveys respect.

Include attachments (if necessary):

If you need to include any attachments, don't just attach them. Be sure to mention them in the email format body to inform the recipient that they are included. Be gentle by trying to keep the number of attachments and their file size to a minimum, and using a common or widely compatible file type.

Professional font for formal email format:

Your email font selection is also important when you format a formal email. The email format is written in a font that is easily readable to any recipient. Don't try to use artistic or fancy fonts. For business email, use fonts like Calibri, Ariel, Times New Roman and Verdana.

Spell check and send an email:

Finally, before you hit the send button, review your email and spell check to make sure it's really perfect!

Now that you're familiar with the nature of formal email, let's have a look at some email format samples.

Formal email format sample 1 : A request

(best way to write a formal email to HR)

Email Subject Line: Request for an internship with your Company

Email Message:

[Sir/Madam],

[Good Morning!/Good Afternoon!/Good Evening!]

I am a final year student at [XYZ] college applying for a summer internship with your Company. Please find attached are my latest resume, cover letter and documents that you have requested.

If you have queries or need more information, you may reach me through my email address or contact number given in my signature.

I am looking forward to hearing from you.

Sincerely,
[Your name]
Address: [Your Address]
Contact Number: [Your Contact Number]

Formal email format sample 2 : A Response

(write an email to share the report documents to my boss)

Email Subject Line: Requested report documents

Email Message:

Greetings,
Respected [Sir/Madam],

Here are the requested report documents which are attached to this email, kindly have a look.

Thanking You,
[Your name]

*Note: do not forget to attach the document files

Formal email format sample 3 : A query

(best way to write a formal email for a query or question)

Email Subject Line: Availability of the conference room (S8-Nile) on 19th Feb 2020

Email Message:

Dear [Sir/Madam],

I am writing to know about the availability of the conference room [S8-Nile on 19th Feb 2020].

We have a Customer visit on that day and he has planned a few meetings with our team.

If you could kindly send me the availability details, it will help me to send the meeting invites to the Customer and team.

I am looking forward to hearing from you.

Thanks and Regards,
[Your name]
Designation: [Your designation]
Contact Number: [Your Contact Number]

Formal email format sample 4 : A complaint

(best way to write a formal email for a complaint)

Email Subject Line: Complaint about non-working Air conditioning

Email Message:

Dear [Sir/Madam],

This is to bring to your notice that Air conditioning of the conference room [S8-Nile] is not working and this issue is not yet resolved.

I have previously raised this issue yesterday and the issue was supposed to be fixed by yesterday only.

We have planned a few meetings at this conference meeting for today and tomorrow.

Hoping to see this matter dealt with at the earliest without any further delays.

Regards,
[Your name]
Designation: [Your designation]
Contact Number: [Your Contact Number]

Final Thoughts

Writing an email is not as easy as posting a comment on facebook or twitter.

If you are writing an email to be it formal or informal keep the “objective” clear in your mind.

Always start with a greeting, don’t say hi or hello, if you are not very much close to the person you are addressing the email.

Have the email subject line that itself tells the content matter of the email.

Be concise and keep it short and always have a habit of concluding mail with closing remarks.

I hope this article may help you in writing the emails. Happy emailing!