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How To Start A Formal Email?

Each day, billions of emails are sent and received throughout the world. Now you can imagine the influence of email on people and how effective it is. However, most of the emails are never read or not read fully but people take email messages very seriously.

People receive emails at such an extensive volume that they hardly pay attention to all of them. Here, it becomes more important for the reader to write in a manner that gets your email noticed and even replied to. Formal emails are professional in nature and require certain guidelines to be executed.

What is a formal email?

Formal emails are used for professional communications like office, sales, or with people you don’t know. It uses specific formatting to sound serious and professional at the same time. Formal emails are clear about what and why of the email holds minimal chances of miscommunication or misunderstanding.

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Significance of introductions in an email

As your recipients receive hundreds of emails on a daily basis, you have to value their time and not waste it by writing meaningless emails with improper hooks. An impactful email beginning will encourage your reader to continue reading or leaving as it is. It may even trigger the reader to take the required action.

As a compelling opening sets the tone of your message, it also marks a first good impression of yours. Unfortunately, a wrong beginning could get misinterpreted as disrespectful or unprofessional by the reader.

Rules of writing a formal email

  • Subject: The subject is the first thing a reader reads and influences the next step of the reader. Either you can make the reader stay or say bye forever. Your subject line should be crisp with a clear message or purpose or writing and should indicate the action which needs to be taken.

  • Style & tone: As said above, when writing a formal email, you must be professional and respectful with the other person. Using slang and casual language will set a negative message and the reader might not take it serious enough to respond or take action.

  • Clarity: A formal email must be written in a way that is easy to comprehend. Clarity is the key to expecting a response. An email that leaves the recipient with doubt or confusion will hardly benefit you and all your efforts will go in vain.

  • Closing: The importance of closing in an email is as important as the opening. Strong closing statements can make a very powerful influence on the recipient. The reader will remember your overall message through the closing statement.

  • Proofreading: It is normal for anybody who is manually sending an email to make errors while writing. Proofreading your content before sending is a must. Ensure the spelling of the name of the recipient is correct, and there are no typos or grammatical errors.

Format of the email

  • Introduction: Any introduction of an email entirely depends on the relationship between you and the recipient. If you are well acquainted with the recipient, you may start your mail with a casual opening but in general, it is essential to start with a greeting. Later adding the reason for your writing an email in one sentence.

  • Some common examples of greetings are:

    Hi dear, [if the recipient is known]

    Hello, [recipient name]

    Dear sir/madam,

  • Body: The body of an email contains all the necessary details of the message you are trying to convey. Writing the body of an email varies as per the subject. The requirement of each email is different as per the project you want to communicate. It is suggested to use short paragraphs while writing the body of the email as it will allow the reader to comprehend your message well.

  • Conclusion: Closing of any email is a crucial part of any email written or about to be written. Your closing statement determines if the recipient will respond to you back or throw away your email in the trash. The closing should always be polite and filled with gratitude. You must thank the reader for taking the time out to read your message.

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Formal email templates

1. Delay with the delivery of an order

Subject: Delayed delivery of your order [no.]

Dear Mr. Sam,

We regret to inform you that currently, we are unable to deliver your order within the expected deadline as there is a shortage of logistics in your area. However, to appreciate your efforts, we’ll be offering you an extra 10% on your next purchase with us.

Please accept our apologies and thanks for being a patient customer.

Best regards,

2. Asking for a refund

Subject: Refund for [name of the product/service]

Dear Sir/Madam,

This is to inform you that I am not satisfied with my recent purchase of [order details] which I purchased from your website on [date]

I tried contacting the customer care executive but my query couldn’t be resolved. Therefore, I request you to initiate a refund process for my purchase and I would like to return this order.

Please resolve my issue at the earliest. I’ll be highly thankful to you.

Kind regards

3. Sending an interview invite

Subject: Interview update

Hello Scott

We’re glad to share that you have been selected for the next round of interview with our senior manager.

Our previous conversation with you was a fruitful one and the skills you showcased were really impressive. Your skills match the requirement of our job description and we would like to discuss more with you through a video call.

Details of the interview are attached in the attachment section. Please go through them and revert us back to the same email if you have any doubts.

Best of luck

4. Asking for a testimonial

Subject: Share your feedback

Hello David

It was a pleasure working with you where our team got a chance to learn and explore new things.

We hope that you liked our services of content writing for your website development. We request you to share feedback on your experience with us through a text on our website or a video recording yourself.

We’ll be highly thankful for your efforts.

Kind regards

5. New sale going on

Subject: Live sale going on

Hey [customer name]

You are one of our favorite customers and we don’t want you to miss out on a sale going on.

Up to 70% off on all brands. Go shopping now!

Don’t miss out on a deal like this.

All the best

6. Feedback email for employees

Subject: Feedback meeting on [date]

Hello team

I hope all of you are doing well.

This is to inform you all that we’re supposed to have a review meeting on [date] at [time]. The purpose of the meeting is to discuss future work plans related to company business. I request you to prepare yourselves with the previous work reports and doubts (if you have any).

Good luck!

7. Document verification email

Subject: Document verification

Hello Mr. Henry

We’re pleased to share with you that you are eligible for our new credit card.

You will be able to avail all the discounts and rewards on your new card. We will attach a separate handbook guide for your convenience.

For initiation of the card, we require your documents for verification purposes. Therefore, we request you to share your details by reverting to the same mail.

Congrats again on the new card!

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Page reviewed by:Abhinav Girdhar | Last Updated on June 2nd, 2023 12:42 pm