How to write a formal email correctly 📧 | Learn with Instructor T, by Learn with Instructor T on YouTube. 1 min 46 s.
- Video length
- 1 min 46 s
- Time to do it
- 10 minutes
- Difficulty
- Easy
- Steps
- 9
What you need
Steps
Write a short subject line that says what the email is about, such as Application for Marketing Internship or Request for Meeting Notes. Keep it under about eight words.
Open with a formal greeting. Use Dear Mr Smith, Dear Dr Lee or Dear Hiring Manager if you know the name or role. Avoid Hi or Hey in formal email.
State your purpose in the first sentence. Say why you are writing, for example I am writing to apply for the position advertised on your website.
Add the details the reader needs in one or two short paragraphs. Give dates, reference numbers or names so they can act without asking you questions.
Make your request clearly and politely. Use phrases like I would be grateful if you could send the form by Friday.
Use formal language throughout. Avoid slang, contractions like don't, and emojis. Keep sentences short and check spelling of names.
Close with a polite line such as Thank you for your time or I look forward to hearing from you.
End with a formal sign-off. Use Kind regards or Yours sincerely, then your full name on the next line.
Read the email once before sending. Check the recipient address, the subject line and any attachments.
Tips and common mistakes
Match the greeting to the sign-off: Dear Mr Smith pairs with Yours sincerely, and Dear Sir or Madam pairs with Yours faithfully.
Keep the whole email short enough to read on a phone screen, around 150 words or less.
Never send an angry email straight away. Save it as a draft and reread it later.
Put your contact details in your signature so the reader can reply by phone if needed.
Questions
Should I use Dear Sir or Madam?
Use it only when you cannot find a name. Try to find the person's name or role first, since a named greeting looks more professional.
How long should a formal email be?
Aim for three short paragraphs: purpose, details and request. If it runs past one screen, cut anything the reader does not need.
Do I need to reply to every formal email?
Reply within one working day, even if only to say you received it and will answer fully later.
This guide was drafted from the video's details and general task knowledge. It has not been checked against the full video. Check the video and relevant product instructions before following a procedure. Report a correction.
