Writing a Formal Email: Example, Templates and Best Practices

Writing a formal email is a key part of professional communication. Whether you're connecting with a networking lead or resigning from a position, it's critical to write a clear and respectful email. However, when it comes to composing messages, most professionals have a few doubts and concerns. This is why, in this article, we're looking into what a formal email means, when it's needed and the best practices to write a good one. You'll also find a few templates to build from.

What is a formal email?

A formal email is a type of communication often used in business settings. It requires a clear and respectful tone, with attention to structure and details, but keeping it simple. A formal email includes a polite greeting, a short body of text containing all contextual information, and a formal closing. When writing a formal email, the sender should avoid casual and informal language. Instead, focus on professionalism, clarity, and correct grammar.

When do you need a formal email?

Formal emails are usually applicable when requesting or offering information, applying for jobs, resigning from positions, following up on deals, and making business proposals. The language is neutral and respectful. The formal email should be tailored to the specific connection between the sender and recipient. That is, if it's an internal conversation within a team, you can include more details, but if it's a sales email for an unknown contact, keep it simple.

Sales pitches

One scenario in which formal emails are useful is starting sales pitches. Often, sales teams are cold-emailing prospective clients and offering their products and services. With that, it's important that your email is formal enough to reflect professionalism, showing your company is reliable and cohesive.

Networking and job hunting

Another situation in which you might need to write a formal email is when you're trying to build your career trajectory. Professionals looking into networking with industry experts, whether they're looking into a promotion or a career shift, have to find mentors and colleagues that support their progress. A formal introduction email can help you form better professional relationships. A formal email example is a cover letter. In this scenario, the sender is detailing their job experience and potential fit with the company to the hiring manager, so they need to write a formal and concise message with all relevant information.

Employment and resignations

Even within a company, formal emails can come up often. For example, writing to your team leader or director to update them on a project's progress means you need a formal and respectful message. Sending HR a time off request or resource concern is also a possibility. When an employee resigns from their position, writing a formal email can be a form of documentation. In this message, they should detail the termination day, any tasks that'll be finished by then, and other information about the transition period.

Events and invitations

When inviting people to business events, such as meetings, conferences, or retreats, you might need to write multiple formal emails. These messages will give the recipient the purpose of the meeting, the agenda, the time, date, and location. That way, they can solidify their plans to attend based on compatibility and contribute to the conversations accordingly.

Best practices for formal emails

There are a few email best practices to keep in mind when writing a formal email, especially to a recipient you're unfamiliar with. Language, tone, and politeness might turn your regular message into a memorable one, so pay attention to business email phrases that ensure your message is clear and professional.

Open politely

It's important to write to the right person or authority. This means if you're writing a formal email to your team's leader or company director, for example, you should address them formally, but directly. Write Dear [Recipient's Name] according to their preference. That being said, sometimes the recipient is unknown. If you're writing to an entire department from your supplier, for example, you might need to start your email with Dear [Department] Manager or To whom it may concern. If, on the other hand, you're writing general, impersonal formal emails to a group of people, such as when you're inviting them to an event, a Greetings might suffice. You should avoid informal greetings, such as Hi and Hey. Don't address people by nicknames on formal emails either.

Keep it short

Reading and replying to emails takes time, so it's critical not to go too long on a formal email. It's usually the communication method for informational messages, so you don't need to add extra details. Keep it to one or two paragraphs.

Offer all details needed

That said, don't skip proofreading and include all relevant information. While a formal email should be concise, it needs to be complete as well. So, if you're writing a formal email to request time off from your company's HR, for instance, add the dates to the body of the text to avoid having to go back and forth on the information.

Sign off correctly

As it is with the beginning, the end of a formal email matters. Before you hit send, take a moment to acknowledge your recipient and thank them for their attention. If it's a general formal email, you can end it with Cordially or Sincerely. If you're replying to someone after they helped you with a problem, you can add Thank you for your time. On the other hand, if your message requires their attention, opt for I look forward to your reply. Don't forget your signature. Formal emails should include a formal signature with your name, company title, and contact information if the recipient wants to reach out later.

6 formal email templates you might need

1) Sales pitch

"Dear [Recipient's Name],

Nice to meet you. My name is [Sender's Name] at [Company Name]. We focus on [Expertise/Motto] and would appreciate the opportunity to explain how [Product/service] can help [Recipient's Company] grow.

[Product/Service] was developed to solve [Problem] with [Resources]. Some reviews from our clients include results such as [Results examples].

If possible, we'd like to set up a quick call or meeting next week to detail how [Product/service] works and how it could be a great partnership.

Thank you for your time and consideration. I look forward to hearing from you.

Best regards,"

2) Resignation notice

"Dear [Manager's Name],

I am writing to formally announce my resignation from my position as [Job Title] at [Company Name], effective [Date].

I appreciate my time and connections at [Company Name], as it offered me opportunities for professional and personal growth, with the right support from my team and leaders.

To ensure a seamless transition, my remaining tasks will be completed by [Date] and I will assist in any training required for my replacement. If there's anything else that could help smooth the process, don't hesitate to let me know.

Thank you once again for the opportunity to be a part of [Company Name].

Sincerely,"

3) Cover letter

" Dear Hiring Manager,

I am writing this letter as an application to [Job Title] at [Company Name]. My [X years of] experience in [Area of expertise] means I am a potential candidate with a lot to contribute to the team.

In my latest role as [Job Title] at [Previous Company], I contributed by [List of contributions]. During my career, I have also developed critical skills, such as:

[List of skills related to position]

I believe [Company's mission/market role] could be a great fit for my career, as I am committed to providing exceptional results and developing teamwork. I have attached my resume for your review with further details about my trajectory and how it relates to this position.

Thank you for considering my application. I look forward to hearing from you.

Cordially,"

4) Business event invitation

"Greetings,

On behalf of [Company], I am pleased to invite you to [Event Name]. This event will take place on [Date] at [Venue]. Our focus is [Keywords related to event].

We at [Company] believe it's an excellent opportunity to learn and discuss important matters in our industry and exchange ideas for the future of [Company's field]. We would appreciate your presence as a valuable [Client/Partner].

The detailed agenda and registration information can be found attached below. RSVP by [Date] via [RSVP link].

We look forward to welcoming you to [Event Name] and sharing insights that drive our industry forward.

Kind regards,"

5) Recommendation letter request

"Dear [Recipient's Name],

I hope this message finds you well. I am reaching out to ask if you would be willing to write me a recommendation letter to [Letter's purpose].

Considering our work together at [Project/Organization], I believe your perspective could give relevant insights into my strengths, skills, and overall work ethic.

The deadline for submission is [Date]. If this works with your schedule and you're open to offering a recommendation, I would be happy to provide additional details.

Thank you for your time and I look forward to discussing this further."

6) Professional introduction

"Dear [Recipient's Name],

My name is [Your Name], and I am currently [Job Title] at [Company Name]. I was interested in working with [Specific Area] and came across your work.

I'm interested in connecting with you to discuss [Objective]. My career in [Area] could benefit immensely from your expertise in [Sender's Area]. There could be valuable opportunities for mutual learning and relevant discussions on our industry's contemporary trends.

I would love to schedule a meeting if you're available. Please let me know if you're interested and what time and date works best with your schedule.

Thank you for your time, and I look forward to hearing from you.

Sincerely,"

Why Drag helps you with formal email

Of course, writing formal emails is critical for anyone, especially professionals looking into a good career trajectory. Efficient, concise, and polite communication strategies are key in a work setting. Whether you're writing to clients, suppliers, supervisors, or team members, in or out of your department, knowing how and when to deliver your messages makes a lot of difference. That being said, this process is much easier if you have the right tools. While keeping a registry of formal email templates and updating them to each contact might work, if you email often, you might need a better solution. A shared inbox platform, like Drag, is a flexible method that enhances your email experience - including formal emails. With Drag, you can transform a simple list of new messages into the perfect shared inbox for Gmail. The main difference is that your emails aren't just emails anymore. They are task cards instead, to which you can add files, deadlines, email notes, and much more. So when you're drafting your new message or reply, you have access to all relevant information. This makes a lot of difference in focus and productivity, especially for workers with an email-heavy workload. But practicality isn't the only advantage when writing formal emails on a shared inbox. This type of tool is known for its collaboration features, which are key when working alongside other team members.

Shared drafts

If you write formal emails from a company's standpoint, such as offering B2B sales pitches or sending out cancellation emails when orders aren't fulfillable, you need cohesive language and a set of information. Shared drafts are a great way to ensure everyone on your team knows what they can (and cannot) say when writing formal emails. Users added to your shared inbox will be able to see, manage, and reply to emails sent to the team's address. With that, it's important that everyone is on the same page before hitting send. Drag ensures this with internal drafts and a live chat on each task. Besides, with our collision detection tool, users get notified if someone else has already replied to an email - no more double messages and confusing conversations.

Shared templates

Writing formal emails can be repetitive, which is why Drag includes a way to store and categorize templates based on certain conversations you have often: shared templates. All you have to do is write canned responses for situations such as invoice emails, networking, meeting requests, and so on. Then, save them in designated folders in your shared inbox. Users on your shared inbox will have access to your entire catalog of formal email templates easily. That means you'll have consistency and cohesion across the whole team, making your overall communication strategy much stronger. You can also use custom fields to personalize your emails even more. For example, when writing formal emails for sales pitches, you can use data saved to your Gmail CRM about customers to customize the email template directly to their needs.

Formal email FAQs

• How do I say hello on a formal email?

Keep it simple with Greetings or Dear [Person's name or job title]. If it's an unkown sender, you can use To whom it may concern. Don't use Hi or Hey and avoid nicknames, emojis and other informal greetings.

• How can I sign off on formal emails?

End your formal emails with gratitude and respect. Cordially, Sincerely, Thank you for your time and Best regards are good options.

• Should I keep formal email templates?

To make writing formal emails easier, you can use shared inbox tools like DragApp to keep email template folders.

Sending out the best formal emails