Formal emails are usually written to organizations and institutions, or people we do not really know well. While writing a formal email may not seem a big deal.
A proper formal email will definitely raise your professional credit in general, and more precisely among your superiors if your email is addressing one of them.
While writing a formal email, it is recommended to:
- Not use colloquial expressions in the text.
- Not miss out words from the sentences.
- Always use the full version of the verbs.
- Do not add a P.S. or any extra note after the end of the letter.
- Construct the sentences carefully.
- Use short and clear expressions.
- Use polite expressions.
1- Opening With Greeting (Header part):
Case 1: We do not know the person we are addressing: in this case we greet them with:
Dear Sir, | While addressing males. |
Dear Madam, | To address females. |
Dear Sir Or Madam, | addressing both. |
When the email does not demonstrate the name clearly whether the person we are addressing is a male or a female. In this case we usually use Dear Sir or Madam, For instance: help@nappot.com, or english@nappot.com. These two emails do not clearly demonstrate the gender.
Case 2: We do know the person we are addressing: in this case we greet them with:
Dear Mr. Bradley, | to address any kind of Male xoxo.. |
Dear Miss Smith, | address unmarried woman. |
Dear Mrs. Smith, | addressing married woman. |
Dear Ms. Smith, | Unclear marital situation. |
Please note that we use Ms. in two situations: First when we do not know the marital situation of the women we are addressing. OR to avoid indicating whether the one we are addressing is married or not. Usually, we use Ms. with females’ gender.
2- Short and clear expressions (Body part):
Purpose | Examples |
---|---|
Giving information: | I am a teacher at Boston high school. I am a mobile developer. I am interested in the English course. Our company has been working on the Information technology sector since…etc. |
Asking for information: | I would be very grateful if you would send me the list of available courses you have for this summer. Please send us your full name and… Please kindly inform us about the possibility to attend… |
Referring to pervious email: | Thank you for your email… Related to your email requesting… Referring to your email about… Regarding your email… In regards to your email. |
3- Closing your email (Footer part):
Thank you for.. | .. the/your kind consideration. .. your kind help. .. your kindness. .. considering my email. .. your arrangements. |
I look forward to.. | .. hearing from you. .. meeting you. .. receiving your feedback/guidance. .. for your call. .. for your reply Etc.. |
Closing With Greeting (Footer part):
Case 1: | Unknown person | Yours faithfully, plus your name. |
Case 2: | Known person | Yours sincerely, plus your name. |
15 Formal Vs Informal expressions you must know.
These 15 formal and informal expressions will help you distinguish your verbal and writing language, however, the usage of the formal expressions may vary depending on the situation.
Formal Expression: | Informal Expression: |
---|---|
• Hello, would you like to have a coffee? | • How about having a coffee? |
• I am pleased to hear that. | • I am happy to hear that. |
• I wonder if it suits you to meet this afternoon. | • Is it okay to meet this afternoon? |
• I would prefer to meet tomorrow afternoon. | • I’d like to meet tomorrow afternoon. |
• It is a long time since we last meet. | • It seems ages since we met. |
• Please inform me about the results as soon as possible. | • Tell me about the results ASAP. |
• I look forward to seeing you soon. | • It’ll be great to see you soon. |
• The manager would be very pleased to meet you. | • The boss would love to see you. |
• Would you please lend me the speakers for the event? | • Can I borrow your speakers for the party? |
• I would like to name some propositions. | • I have some suggestions to share. |
• I look forward to seeing you soon. | • Can’t wait to see you. |
• I feel unwell, my feet are hurting. | • Feeling down, my feet going crazy. |
• Please, visit us in case you are in the area. | • Drop by, when you’re around. |
• I would prefer… | • I’d like… |
• The university has been providing the opportunity for youth to lunch their startups. | • The university is giving young people a chance to start their startups. |
Thank you for reading the article. you may also like to read: formal-vs-informal-greeting-and-small-talks
Picture source: pexels.com