Formal emails

When you need it

You write a formal email when you do not know the reader personally, or when the relationship is official: a university office, a teacher you have not met, a company, a landlord, a job advert, a customer service team. Typical reasons are to ask for information, to make a request, to apply for something, to complain, or to answer a message you have received.

A formal email is not a long email. The reader is busy, so the best formal emails are short, polite and easy to act on: the reason in the first sentence, one point per paragraph, and a clear question or request. What makes it formal is the choice of words and the fixed opening and closing, not the length of the sentences.

Structure

1. Subject line. Short and specific, so the reader knows what the email is about before opening it: Question about course fees, Application for the summer internship. A subject line such as Hello or Question is easy to ignore.
2. Greeting. Dear Mr or Dear Ms + surname when you know the name; use Ms for a woman unless you know she prefers Mrs or Miss. Dear Dr + surname for someone with a doctorate. Dear Sir or Madam when you do not know the name. Put a comma after it. British English writes Mr, Ms, Dr without a full stop; American English writes Mr., Ms., Dr.
3. Reason for writing. The first sentence says why you are writing: I am writing to ask about… If you are replying, refer to the earlier message: Thank you for your email of 3 May.
4. Details. One paragraph for each point. Use full forms (I am, I would, do not) and indirect, polite requests.
5. Closing sentence. Thank you for your help. I look forward to hearing from you.
6. Sign-off and full name. In traditional British style, Dear Sir or Madam is closed with Yours faithfully, and Dear Mr or Ms + surname with Yours sincerely. In emails, Kind regards or Best regards is now the most common ending and suits both. American English uses Sincerely.

Useful phrases

A letter asking for information is called an enquiry in British English and an inquiry in American English; both spellings are understood everywhere.

Model text

Task: write to a language school. Ask how new students are placed at the right level and whether the fee includes books.

Subject: Evening courses in October: two questions

Dear Sir or Madam,

I am writing to ask about your evening English courses starting in October. I have read the information on your website, but I could not find the answers to two questions.

First, could you tell me how you decide which group a new student joins? I studied English at school and believe my level is about B1, but I do not have a certificate. Is there a placement test, and if so, is it possible to take it online?

Second, I would be grateful if you could let me know whether the course fee includes the books, or whether students buy them separately.

Thank you for your help. I look forward to hearing from you.

Yours faithfully,
Anna

Common mistakes

• ✗ Dear Mr Tom,
  ✓ Dear Mr + surname, or Dear Tom, if you already use first names.
  Ukrainian пане Томе combines a title with the first name, but English Mr and Ms go only with the surname.
• ✗ Send me the timetable, please.
  ✓ Could you please send me the timetable? / I would be grateful if you could send me the timetable.
  Надішліть, будь ласка and Пришлите, пожалуйста are polite in Ukrainian and Russian, but an English imperative sounds like an order even with please, so turn requests into questions.
• ✗ Hello. My name is Anna, I am 19 years old and I study economics.
  ✓ I am writing to ask about your evening courses.
  School letters in Ukrainian and Russian often begin by introducing the writer, but an English formal email starts with the reason; add personal details only where they are relevant.
• ✗ I am looking forward to hear from you.
  ✓ I look forward to hearing from you.
  In look forward to, the word to is a preposition, so the verb after it takes -ing; the simple form I look forward is also more formal than the continuous.
• ✗ Dear Sir or Madam, … Yours sincerely,
  ✓ Dear Sir or Madam, … Yours faithfully,
  In British usage the sign-off depends on the greeting, and when in doubt Kind regards is safe in an email.

Try it